Team Assistant

Capstone Recruitment; Sydney; On-site; AUD 60,000 - 75,000; Full time

Benefits offered by this job

Temp-to-perm

Job summary

Capstone Recruitment is seeking a proactive professional services firm administrator to lead event coordination and financial administration. You will manage catering, venues, travel, PO processing and expense reconciliations while maintaining shared inboxes and records.

The role requires strong organizational skills, proficiency with MS Office and SharePoint, and a proactive approach to improving team efficiency. Temp-to-perm, 5–6 month assignment in Sydney.

Qualifications

• Proven experience coordinating events, offsites or functions.
• Experience with purchase orders, invoice processing and expense reconciliation.
• Advanced proficiency in MS Office (Word, Excel, Outlook) and SharePoint.

Responsibilities

• Coordinate catering, offsites, training workshops and team events including venue sourcing.
• Manage the team's shared mailbox and allocate requests.
• Handle purchase orders, requisitions and budget tracking.
• Process supplier invoices and perform reconciliations
• Manage expense processing for leadership team and direct reports
• Coordinate end-to-end travel arrangements and related expenses
• Maintain accurate records and intranet content (SharePoint)
• Identify process improvements to boost efficiency across the team

Skills

Event coordination

Administration

Communication

Tools

MS Office

SharePoint

Job description

About the Company

Our client is a well regarded professional services firm with a strong reputation for client service and a positive, people focused culture. This is an opportunity to join a high performing business support function and build a long term career with a stable, growing organisation.

About the Role

Reporting to the Business Support Lead, you will take ownership of event and function coordination alongside the financial administration that keeps the team running smoothly. Core responsibilities include:

• Coordinating catering, offsites, training workshops and team events, including venue sourcing and on the day logistics
• Managing the team's shared mailbox, prioritising and allocating requests
• Purchase order management, including requisitions, creation and budget tracking
• Supplier invoice processing, reconciliation and query resolution
• Expense management and reconciliation for the leadership team and their direct reports
• End to end travel administration, including bookings, logistics and expense processing
• Maintaining accurate records and current intranet or SharePoint content
• Identifying opportunities to streamline processes and improve efficiency across the team

About You

To be considered for this role, you will bring:

• Proven experience coordinating events, offsites or functions, ideally alongside broader business support duties
• Demonstrated experience with purchase order systems, invoice processing and expense reconciliation
• Advanced proficiency in the MS Office suite, including Word, Excel, Outlook and SharePoint
• Excellent organisational skills and the ability to manage competing priorities
• Strong written and verbal communication skills
• A proactive, solutions focused approach and high attention to detail
• The discretion and integrity to handle confidential financial and stakeholder information appropriately, an essential requirement of this role

This role is offered on a temp to perm basis over 5 to 6 month period.