Workplace Specialist

Tasmania; Sydney; On-site; AUD 34,000 - 48,000; Part time

Job summary

GumGum in Sydney is seeking a part-time Workplace Specialist to keep the office organised, welcoming, and efficient. You’ll coordinate supplies, vendors, safety activities, and events, while supporting employee experience programs across JAPAC.

This role reports to the Director, People & Culture - JAPAC and is based in the Sydney office, Tue–Thu, 9:00–17:30. The ideal candidate will be detail-oriented, discreet, and service-minded, with strong communication skills and the ability to juggle

Qualifications

• Relevant study, training, internships, volunteer work, or practical experience in administration or hospitality.
• Experience in office administration or events is helpful but not essential.
• Comfort with Google Workspace or similar workplace technology.

Responsibilities

• Own the day-to-day rhythm of our Sydney office, keeping shared spaces organised and functional.
• Be the go-to contact for building management, cleaners, contractors, and service partners.
• Manage office budgets, purchasing, and supplies with focus on quality and value.
• Maintain safety and compliance by running access procedures, emergency protocols, and acting as a First Aider, Health & Safety Officer, and Fire Warden as needed.
• Coordinate meetings and events, including room setup, catering, tech, and post-event wrap-up.
• Plan in-office experiences that energise and unite the team, such as culture moments and celebrations.
• Coordinate orientation scheduling and IT logistics for new hires with the IT team.
• Curate the JAPAC voice on Connect+, post announcements, maintain events calendar, and capture event photos.

Skills

Attention to detail

Discretion

Customer service

Communication

Adaptability

Team player

Tools

Google Workspace

Job description

Job Description

The Workplace Specialist supports the smooth day-to-day operation of GumGum's Sydney office and helps create an organised, welcoming, safe, and inclusive workplace. As a highly visible member of the People & Culture team, this person should be warm, approachable, and committed to providing responsive, thoughtful service to employees, visitors, and internal partners.

The role coordinates office supplies, vendors, facilities requests, workplace safety activities, meetings, events, and new-hire office readiness. It also provides administrative and logistical support for selected employee experience programs across JAPAC. Success in this role requires strong attention to detail, reliability, sound judgment, and the ability to handle employee and business information with confidentiality and discretion.

This is a part-time role reporting to the Director, People & Culture - JAPAC, based in our Sydney office, working Tuesday through Thursday from 9:00 a.m. to 5:30 p.m.

What You'll Achieve

• Own the day-to-day rhythm of our Sydney office, keeping shared spaces organised, stocked, functional, and set up for people to do their best work.
• Become the go-to contact for building management and vendors - cleaners, contractors, and service partners - resolving maintenance issues before anyone else notices them.
• Manage office budgets, purchasing, and supplies, from kitchen stock to stationery, with an eye on quality, consistency, and value.
• Keep the workplace safe and compliant by running access and security procedures, emergency protocols, and stepping into the First Aider, Health & Safety Officer, and Fire Warden roles.
• Bring meetings and moments to life - All Hands, QBRs and MBRs, training sessions, visitor days, and team events - handling room setup, catering, tech, communications, and the tidy-up after.
• Plan in-office experiences that energise and unite the team, including culture moments, awards ceremonies, holiday parties, and philanthropic or volunteer programs.
• Give every new hire a welcoming, well-organised first day, coordinating orientation scheduling and IT logistics alongside our IT team.
• Curate the JAPAC voice on Connect+, our intranet, posting approved announcements, maintaining the regional events calendar, and capturing photos and stories from workplace events.

About the Employer

GumGum is The Mindset Company transforming advertising. We're an advertising technology company delivering results by matching brands with people in the right mindset in the moments that matter. Our platform is powered by the Mindset Graph , our AI-driven data engine that processes billions of real-time contextual, creative, environmental, and historical signals to match every ad with the most receptive audience. The result is advertising that drives meaningful outcomes for advertisers and publishers, and is more relevant for consumers.

We were founded in 2008 and are headquartered in Santa Monica, California, operating in over 19 markets across North America, Europe, Japan, and Australia.

Our principles guide our work every day and are as follows:

• Customer-Obsessed: We're focused on advertising solutions that solve needs and drive success for clients and partners.
• Make it Happen: We have a bias for action and take ownership to deliver results.
• Always Innovate: We push boundaries with creativity and technology.
• Foster Belonging: We ensure colleagues feel included, supported, and empowered to thrive.

About the Candidate

• Relevant study, training, internships, volunteer work, or practical experience in administration, hospitality, workplace operations, events, customer service, or a related field.
• Prior experience in office administration, hospitality, customer service, events, or facilities support is helpful - but not essential.
• Experience gained through internships, casual employment, volunteering, or education counts here, so don't self-select out.
• A background supporting an office, managing supplies, coordinating events, or working with vendors is an advantage.
• Comfort with Google Workspace or similar workplace technology.
• Sharp attention to detail and a commitment to getting the work right, plus the organisation to juggle multiple routine tasks, deadlines, and follow-ups.
• Sound judgment and real discretion when handling confidential or sensitive employee and business information.
• A warm, service-oriented approach with employees, visitors, vendors, and building partners; clear written and verbal communication; adaptability when priorities shift; a commitment to an inclusive environment; and comfort with the physical side of office and event support, including moving supplies and helping with setup and cleanup.