Operations Assistant (For Active Pooling)

Talent Guys Llc; Sydney; On-site; AUD 80,000 - 95,000; Full time

Job summary

DLUX Australia seeks an Administration Assistant to support day-to-day administration of the Sydney office. You will coordinate office operations, travel and logistics, documentation and records, working closely with People & Culture and Corporate Services teams.

The successful candidate should be organized, dependable, service-oriented and capable of owning administrative matters from initiation through to closure.

Qualifications

• Diploma, Bachelor's degree or equivalent qualification in Business Administration, Management or related discipline desirable.
• Approximately 1–3 years of experience in office administration or similar role.
• Experience in professional services, consulting or technology environment would be advantageous.
• Familiarity with Australian workplace practices and office administration would be beneficial.

Responsibilities

• Support the smooth day-to-day operation of the Sydney office.
• Maintain a professional, organized and welcoming office environment.
• Coordinate office supplies and other consumables.
• Coordinate with building management and external service providers for office-related requirements.
• Monitor office maintenance and ensure follow-through to closure.
• Assist with meeting room arrangements and internal/external meetings.
• Receive and coordinate deliveries, couriers and business correspondence.
• Maintain administrative records, files and trackers.
• Provide onboarding/offboarding support and workplace access coordination.
• Assist with employee documentation and administrative records.
• Support engagement activities and company events.
• Handle confidential information appropriately.
• Travel arrangements and logistics support for business trips.
• Coordinate vendor quotations and invoicing support.
• Maintain records for office assets and facilities.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Attention to detail

Multi-tasking

MS Office

Professionalism

Confidentiality

Independent work

Team collaboration

Education

Bachelor's degree in Business Administration or related discipline

Tools

Microsoft Office

Job description

The Administration Assistant will be responsible for supporting the effective day-to-day administration of the DLUX Australia office.

The role will coordinate office operations, employee requirements, vendors, travel and logistics, documentation and general administrative activities while working closely with the People & Culture and Corporate Services teams.

The successful candidate should be organized, dependable, service-oriented and comfortable taking ownership of administrative matters from initiation through to closure.

Key Responsibilities

Office Administration

• Support the smooth day-to-day operation of the Sydney office.
• Maintain a professional, organized and welcoming office environment.
• Coordinate office supplies, stationery, pantry requirements and other consumables.
• Coordinate with building management and external service providers for office-related requirements.
• Monitor office maintenance requirements and ensure issues are followed through to closure.
• Assist with meeting room arrangements and internal/external meetings.
• Receive and coordinate deliveries, couriers and business correspondence.
• Maintain appropriate administrative records, files and trackers.

Employee & People Support

• Provide administrative support for employee onboarding and offboarding activities.
• Coordinate workplace access, keys, equipment and other joining requirements.
• Assist People & Culture with maintaining employee documentation and administrative records.
• Support new employees and employees travelling or relocating to Australia with practical office and administrative requirements.
• Assist in coordinating employee engagement activities, meetings and company events.
• Handle employee information and company records with appropriate confidentiality.

Travel & Logistics

• Assist with business travel arrangements, including flights, accommodation and local transportation, where required.
• Coordinate accommodation and logistical requirements for employees travelling to Australia on business assignments.
• Maintain travel-related records and supporting documentation.
• Coordinate with employees and relevant internal teams to ensure travel arrangements are completed on time.

Vendor & Procurement Coordination

• Coordinate with approved vendors and service providers for office-related requirements.
• Obtain quotations and supporting information for administrative purchases where required.
• Assist with purchase requests and maintain supporting records.
• Verify that invoices are supported by appropriate documentation before forwarding them for processing.
• Follow up with vendors regarding service delivery, invoices and outstanding actions.
• Maintain vendor contact information and relevant administrative documentation.

Assets & Facilities Support

• Assist with maintaining records of office assets, equipment, keys and access cards.
• Coordinate allocation and return of company assets in collaboration with IT and People & Culture.
• Assist with periodic physical verification of office assets.
• Report facilities, safety, security or maintenance concerns promptly and coordinate corrective action.

Documentation & Compliance Support

• Maintain organized electronic and physical administrative records.
• Assist with documentation required for internal audits, certifications, insurance and other compliance activities.
• Support record keeping in accordance with company policies and applicable requirements.
• Ensure sensitive company and employee information is handled securely and confidentially.

General Business Support

• Provide administrative support to management and other teams as reasonably required.
• Assist with scheduling meetings, preparing documents and coordinating business activities.
• Track assigned actions and follow up with relevant stakeholders for timely closure.
• Identify administrative inefficiencies and suggest practical improvements to processes.

Position: Administration Assistant

Location: Sydney, Australia

Contract type: 18‑month maximum term contract

Salary: AUD $80,000 to 95,000 plus superannuation

Benefits

• Support the effective day-to-day administration of DLUX Australia office.
• Ensure smooth operation of the Sydney office.
• Maintain appropriate administrative records, files and trackers.

What We Expect

• Ownership – Take responsibility for assigned activities and follow them through to completion.
• Accountability – Deliver on commitments and communicate early when there are challenges.
• Attention to Detail – Maintain accuracy in documentation, records and administrative activities.
• Responsiveness – Support employees and business requirements promptly and professionally.
• Collaboration – Work effectively with colleagues across functions and locations.
• Continuous Improvement – Look for practical ways to make administrative processes simpler and more efficient.

Qualifications & Experience

• Diploma, Bachelor's degree or equivalent qualification in Business Administration, Management or a related discipline is desirable.
• Approximately 1–3 years of experience in office administration, coordination, business support or a similar role.
• Experience working in a professional services, consulting or technology environment would be advantageous.
• Familiarity with Australian workplace practices and office administration would be beneficial.

Skills & Competencies

• Strong organizational and time‑management skills.
• Good written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple activities and priorities simultaneously.
• Good working knowledge of Microsoft Office or similar business productivity tools.
• Professional and courteous approach when dealing with employees, vendors, clients and visitors.
• Ability to handle confidential information appropriately.
• Proactive approach to identifying and resolving administrative issues.
• Ability to work independently while collaborating effectively with teams across Australia and India.

Workplace Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.