Administrative Assistant

Descripción del puesto:

Success in the Administrative Assistant role looks like:
General Administrative Support:
* Provide reliable, confidential, and well-organised administrative support to leadership and the wider management team
* Assist leadership with event planning, staff meetings, and company functions
* Maintain company records, databases, and filing systems
* Prepare correspondence, reports, presentations, and other business documents
* Assist with meeting coordination, including scheduling, agendas, and minute taking
* Manage office supplies and stationery inventory
* Update employee contact information and company phone lists
Travel & Accommodation Coordination:
* Arrange International and some domestic travel bookings such as flights, accommodation, ground transportation, and travel itineraries
* Address last minute changes as required
* Ensure compliance with company travel policies and budget requirements
Training & Employee Support:
* Coordinate training schedules including food and refreshments
* Travel bookings for trainee groups including flights, accom, transportation
* Maintain training attendance and certification records for I-CAR and e-learning registrations and filing on Sharepoint
* Administer I-CAR submissions
* Act as a point of contact for training related enquiries
Facilities & Service Provider Management:
* Coordinate and manage external service providers including cleaners, gardeners, maintenance contractors, and other vendors.
* Schedule regular services and monitor service quality
* Liaise with suppliers and contractors regarding work requirements and issues
* Coordinate maintenance requests and repairs.
* Assist in maintaining a safe, clean and professional workplace environment at the Kincumber Site
* Keeping the kitchen/s at Head Office replenished with milk, tea, coffee etc.
Mail & Communications:
* Manage incoming and outgoing mail, courier services, and postage requirements
* Coordinate deliveries and shipments
* Maintain office contact directories and communication lists

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Skill Requirements:
* Previous experience in an administrative, office coordinator, executive assistant, or similar support role.
* Strong organisational and time-management skills.
* Excellent written and verbal communication skills.
* High attention to detail and accuracy.
* Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
* Ability to manage multiple priorities and deadlines.
* Strong customer service and interpersonal skills