Office Manager/Team Assistant

SmartestEnergy Australia; Sydney; Hybrid; AUD 65,000 - 90,000; Full time

Job summary

SmartestEnergy Australia in Sydney is seeking an Office Manager to ensure smooth office operations and executive support. The role offers a hybrid arrangement, with responsibilities spanning contracts, ESG data collation, minute preparation, travel bookings, event logistics, and day-to-day office management.

The ideal candidate has prior Office Management/Executive Assistant experience in a fast-paced environment, with 1–5 years preferred.

Qualifications

• Prior experience in an Office Management, Executive Assistant or Team Assistant role in a fast-paced environment.
• Ideally 1–5 years of experience.

Responsibilities

• Office Administration and coordination of executive support tasks.
• Contract management and filing in accordance with policy.
• Collation of data for ESG reporting with Finance.
• Prepare Minutes for Executive and Leadership Meetings.
• Book travel and hotels for staff and Exco members.
• Schedule meetings and rooms for senior management.
• Arrange external meetings and liaise with partners.
• Identify and book locations and catering for events within budget.
• Prepare slides, letters and meeting agendas.
• Office setup, lease arrangements and coordination with management.
• Manage Directors’ liability and general insurance renewals.
• Liaise with building managers for access and safety items.
• Accounts Payable administration and expense management.

Skills

Organisational skills

Written and verbal communication

Self-motivated

Team player

Initiative & workload management

Job description

The future of energy is digitised, decarbonised, and localised. At SmartestEnergy Australia, we need revolutionary thinkers to help our customers make the most of this new landscape, thinking differently to find smart solutions to complex problems. Formed in 2020, we’re an agile business driven by entrepreneurial thinking. As a subsidiary of the Marubeni Corporation and SmartestEnergy Limited UK, we also have strong investment and infrastructure behind us.

We have our corporate office in Sydney CBD and another office in Melbourne. Further expansion is planned for 2026 and beyond which means global career opportunities for you, with plenty of potential to explore new markets.

Flexibility is vital to success in our business and many of our staff work flexibly in many ways, including part-time, remotely or a mix of remote/office. Please talk to us about what flexibility means to you and don’t let anything stop you from applying. When you join our Team, you will have the opportunity to contribute and make an impact every single day.

This role is based in our Sydney office with Hybrid working arrangement.

Role Purpose

This is a unique opportunity, and the role design can be flexible to fit the strengths and interests of the right candidate, which is open to individuals looking to get back into the workforce or take the next step in their career. The candidate is expected to aid the business through the application of their core skill/experience, which could be legal, finance, commercial, marketing, etc.

The Office Manager is responsible for ensuring the smooth operation of the office environment and the effective functioning of the executive team. The Office Manager uses their functional skills to provide support to the business in the delivery of its business plan.

Key Responsibilities:

• Office Administration
• Assisting with ad hoc office administrative tasks, such as organising office supplies for the kitchen, stationery orders, mail and deliveries, access card administration and attendance reporting, on-and off-boarding, asset register etc.
• Contract Management — Ensuring that all contracts, with a particular focus on commercial contracts, are prepared, executed, and filed in accordance with company policy and associated best practice.
• Collation of data for ESG reporting – Liaising with the Finance team and other relevant parties to collect data for reporting on an ongoing basis
• Preparing Minutes for Executive and Leadership Meetings
• Booking hotel and travel for staff — Managing arrangements for Exco members and visitors, and overseeing that all travel arrangements are made in accordance with company policies, including POs for travel etc.
• Booking meetings and rooms for senior management — Assisting Executive Committee members on the logistical arrangements for meetings.
• Arranging external meetings — Assisting Executive Committee members by liaising with external parties for the arrangement of meetings, including date/time, attendance, and location.
• Internal and external events — Identifying, recommending, and booking locations and catering for internal and external company events, ensuring required arrangements are completed inside assigned budget.
• Pre-meetings — Ensuring that participants are properly prepared for internal and external meetings by collating slides, chasing content etc.
• Basic Executive PA activity — Drafting letters, slides, and meeting agendas.
• Office setup/fit out — Managing the process for lease arrangements or office fit-outs, working closely with the Office Management Committee.
• Managing insurances — Managing the annual renewal, form completion and associated administration for all Directors’ liability insurance and general company insurance requirements.
• Building related duties — Liaising with the building managers as needed for access cards and other ad hoc building related items such as Fire Warden and First Aid Officer.
• Accounts Payable Administration — Assisting with Accounts Payable (AP) administration tasks, corporate credit card management, expenses, and other ad-hoc tasks as required.

Experience:

Prior experience in an Office Management, Executive Assistant or Team Assistant role working in an Executive, fast paced environment.

Ideally up to one to five years' experience.

Performance Indicators:

• Experience of working closely with Management within a dynamic entrepreneurial environment.
• Experience of working with large international organisations.
• High standard of written and verbal communication skills.
• Strong organisational skills.
• Strong attention to detail.
• Self-motivated and committed to self-development.
• Organised.
• Team player.
• Ability to work on own initiative and proactively manage workloads to meet deadlines.
• Strong organisational skills.
• Core knowledge across a 'functional skill'.
• Excelling at customer service within a working environment.

Knowledge:

• How to manage and run a fast-paced office environment.
• Managing an Executive level of Managers.

What we offer:

• A genuine commitment to smarter working – we recognise your work/life balance matters
• Competitive base salary & yearly bonuses
• Leave Benefits - Paid Parental, Service, Wellbeing & Birthday leave
• Employee Assistance Program - SONDER
• Employee Health and Wellbeing Platform - WHEREFIT
• Personal development and coaching opportunities.
• EV Salary Packaging Benefit

Diversity:

Celebrating our inclusive and diverse culture is core to what we do. We value everybody irrespective of background, disability, religion, gender identity, sexuality, or ethnicity.

We know that for our business to thrive we need diverse talent with a range of backgrounds, skills, and capabilities in each of the countries in which we operate. We view diversity as one of the key enablers that helps our business to grow.