OOH Administrative Assistant (Contract)

Magnum Ice Cream Co.; Sydney; On-site; AUD 65,000 - 85,000; Full time

Job summary

The Magnum Ice Cream Co. in Sydney CBD NSW is seeking an experienced administrator to provide support to the National Account, state managed and field sales teams across OOH channels. You will help coronadite freezer movements, maintain records, manage vendors, and coordinate travel and budgets.

This fixed-term contract runs through November 2027. You will work in a fast-paced environment, building strong internal relationships while ensuring accurate administration and seamless office

Qualifications

• 2–5 years administration experience.
• Strong internal relationship skills.
• Proficient in MS Excel, Word and PowerPoint.
• Experience in invoice management and travel administration is desirable.
• Able to manage multiple requests in a fast-paced sales environment.

Responsibilities

• Coordinate freezer movements and asset tracking with ANZ asset manager.
• Maintain asset movement records and process deliveries and issues.
• Arrange travel and fixed-fare flights with budget awareness.
• Manage office logistics, meetings, catering, supplies.
• Process expenses and invoices for contractors and utilities.
• Liaise between Field, Account teams and external vendors.
• Support event coordination and journal costs to cost centres.
• Build relationships with TMICC contacts to improve office operations.

Skills

Communication

Organisational skills

Attention to detail

Stakeholder relationships

Multitasking

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Vendor management

Job description

The Magnum Ice Cream Company – Sydney CBD NSW

To provide administrative and operational support to the National Account, state managed and field sales team across OOH including Corporate and Independent P&C, Horeca and other OOH channels. The role will also support ANZ Asset Manager to coronadite freezer movements, maintain accurate records and ensure effective communication between internal teams and external service providers.

This is a fixed-term contract expected to conclude in November 2027.

What you'll be responsible for

Key responsibilities include:

Work closely with the ANZ asset manager to support the coordination of freezer and asset movements across Australia and New Zealand.

Maintain accurate asset movement records, track outstanding requests and follow up on deliveries, collections, transfers and any issues requiring resolution.

Minimise discretionary spend by booking fixed-fare flights and using recommended accommodation where possible for interstate travel.

Deliver accurate and timely administration, following the correct procedures when managing contractors and vendors.

Manage local office logistics, including meeting room bookings, hot-desk coordination, catering, office supplies, external meetings and accommodation.

Act as the conduit between the Field and Account teams and Kingloc to support the smooth delivery of equipment movement requests.

Create and process expenses and invoices, including uniforms, contractors and utilities.

Organise travel for the Account Management Team, including booking requests and use of the correct budget allocations.

Conduct ad hoc budget reviews of indirect spend.

Support the Event Conference Coordinator with conference organisation, including journalling costs to individual cost centres.

Build relationships with key TMICC contacts to support efficient office operations.

We're looking for someone who

Has experience in administration (2 - 5 years) and developing strong internal relationships and can operate confidently in a fast-paced sales and office environment

Brings strong skills in communication, Microsoft Excel, Word and PowerPoint, analysis, stakeholder relationships, problem-solving and attention to detail. Experience in invoice management, vendor management and corporate travel management is desirable.

Demonstrates strong organisational skills, attention to detail and ability to manage multiple requests and priorities across the national team.

Thinks end-to-end and takes ownerships for results

Is comfortable working in a fast-moving, evolving organisation

Values collaboration, clarity and low-ego ways of working

What you'll get

Alongside meaningful work and strong development, we offer a reward package that typically includes

Market-competitive pay and performance related rewards

Flexible ways of working

Support for health, wellbeing and life outside of work

Time off to rest and recharge

Ongoing learning and development opportunities

This is a place for people who are passionate about ice cream and are growth obsessed - both for the business and for themselves. People who act like an owner and drive our business end-to-end. People who are driven by success to deliver more than we ever thought we could!

You'll thrive here if you value an inclusive culture, with low ego and hierarchy - and if you're excited to continuously learn and challenge how we work, using digital, data, and new thinking to push us forward.

Roles with real accountability and visible impact

Free to move fast, experiment and challenge how things are done

Continuous learning and development as the business grows

Reward linked to performance and contribution.

Your career here is shaped by what you deliver, as you work across functions and markets and grow with the business.

Ready to build the future of Ice Cream?

If you are an individual with a disability and require assistance at any time during our recruitment process, please let your Talent Acquisition Partner know.

Additional information

The Magnum Ice Cream Company is an Equal Opportunity Employer. We embrace diversity and are committed to creating an inclusive environment where everyone can do their best work regardless of age, disability, gender identity, race, religion, sexual orientation, or any other protected characteristic.