OOH Administrative Assistant (Contract)

Magnum RFM Ice Cream, Inc. (Selecta Philippines); Sydney; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Market-competitive pay

Flexible ways of working

Health & wellbeing support

Time off to rest and recharge

Ongoing learning and development

Job summary

Magnum Ice Cream Company in Sydney is seeking an experienced administrator to support the national account and field sales teams across OOH channels. You will manage office logistics, travel bookings, invoices, and coordinate with vendors and contractors to ensure smooth operations.

This fixed-term contract runs through November 2027, offering flexible working arrangements, ongoing learning, and a collaborative, high‑performing environment within a global ice cream leader.

Qualifications

• 2–5 years’ experience in administration in a fast-paced sales or office environment.
• Strong communication, organisation and attention to detail.
• Experience with invoice, vendor and corporate travel management is desirable.

Responsibilities

• Work closely with the ANZ asset manager to coordinate freezer and asset movements across Australia and New Zealand.
• Maintain accurate asset movement records, track outstanding requests and follow up on deliveries and issues.
• Minimise discretionary spend by booking fixed‑fare flights and recommended accommodation for interstate travel.
• Deliver accurate administration following procedures when managing contractors and vendors.
• Manage local office logistics including meeting room bookings, hot-desk coordination, catering, supplies and accommodation.
• Act as conduit between Field and Account teams and Kingloc to support equipment movement requests.
• Create and process expenses and invoices, including uniforms, contractors and utilities.
• Organise travel for the Account Management Team within budget allocations.
• Conduct ad hoc budget reviews of indirect spend.
• Support Event Conference Coordinator with conference costs by cost centres.
• Build relationships with TMICC contacts to support efficient office operations.

Skills

Administration

Microsoft Excel

Communication

Vendor management

Travel management

Budget tracking

Tools

Microsoft Word

PowerPoint

Outlook

Job description

Life tastes better with ice cream

With 19.000 expert ice cream colleagues and iconic brands like Wall’s, Cornetto and Ben & Jerry’s, loved in 76 countries, we are the world’s largest Ice Cream company leading the industry.

We create iconic ice cream brands that are part of everyday life, bringing moments of joy to millions of people around the world. Everybody loves ice cream. And as the world’s biggest pure‑play ice cream company, we have the scale and ambition to make a real difference.

What truly sets us apart is how we work.

We move fast and keep things simple. We turn ideas into action, trust people to take ownership, and work as one team to win together with integrity. Our culture is high‑performance, collaborative and focused on getting things done.

We’re curious and ready for what’s next. We embrace digital, use data to make better decisions, and keep learning, including how AI can help us work smarter and serve consumers better.

The role

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

  Why join us?

  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.