Office Administrator

About the job

We’re an award-winning digital solution business enabling our clients to work smarter, be more connected and have greater impact with their customers and markets. We've more than 20 years' experience blending the best in creative, digital, and industry expertise. Our visualisation, immersive, and digital capabilities transform our clients’ projects from design to delivery.

We are looking for a proactive and organised Office Administrator to join our US team and provide essential support to the Business Manager. This role is all about keeping the office running smoothly, creating a welcoming environment for visitors, and ensuring day-to-day operations are efficient and well-coordinated. You’ll also play a key part in building strong external connections through attending networking events, supporting project and client managing, and being involved in business development.

Responsibilities

Office Management
Ensure the smooth functioning of the US office, including managing relevant supplies, equipment, and facilities. Oversee office staff and coordinate administrative tasks.
Coordinate building access, parking, badges and safety notices.
Liaise with building management on maintenance.
Set up workstations for new starters and assist in their onboarding.
Support culture and engagement through organising internal events.
Draft notices and circulate internal comms.
Foster positive relationships with clients, vendors, partners, and other stakeholders.


Financial management
Monitor and manage the budget, ensuring financial sustainability and cost-effectiveness in all operations, including office expenses.
Raise purchase requests and obtain quotes.


Process improvement
Continuously assess and improve relevant business processes


Health and Safety management
Identify and mitigate potential risks to the organization's reputation, financial stability, and operations, including those related to office management.
Develop contingency plans and ensure compliance with relevant regulations.
Support operations team in meeting their Health and safety requirements.
Apply office-level security hygiene (visitor logs) and support local implementation of IT and data-security measures in partnership with Operations and IT.


Client/Project Management
Help with project management of various projects and continue effective and consistent client communications.
Maintain relationships with US clients as needed and in support of the Business Manager.


Business Development
Support the Business Manager through attending and/or following up on events.
Populate and manage the CRM for US clients/contacts.


Skills and Requirements

Experience in business administration, management, or a related field.
Proficiency with Microsoft 365 (Outlook, Teams, SharePoint, Excel).
Excellent organisation, attention to detail.
Ability to juggle shifting priorities calmly.
Reliability and integrity in handling confidential information.
Strong financial acumen and budget management skills.
Effective communication and interpersonal skills, including client-facing.
Excellent written and verbal communication skills.
Solid organisational skills including attention to detail and multi-tasking skills.


Nice to have

Experience working in a digital solutions/tech business
Experience using digital project management tools.
Interest in business development and professional networking

Salary and incentives

Starting from $53,000 (based on knowledge and experience).
All employee profit share scheme.
28 days holiday including 8 Federal Holidays.
Medical, vision, and dental health benefits.
Flexible start and finish times.
Employee wellbeing scheme.
Awesome social events.