MBM is currently seeking a dynamic and experienced Administrative Assistant to join our Sydney team. This role is pivotal in supporting our team with administrative support.
PURPOSE OF POSITION
The Administration Assistant position supports and provides personalised customer service to both internal and external clients.
Reporting to the National Operations Manager, or the HR Administrator if the National Operations Manager is not available, the role provides administrative and office support assistance to all staff and the company as required and outlined below.
Administrative requests may include, but are not limited to:
* Manage the administration inbox within Microsoft Outlook, complete any tasks that come through, and categorise emails for other Administration team members.
* Assist the Office Administrator in organising all internal staff events and keeping the calendar of events updated, including weekly staff lunches, monthly diversity lunches, end‐of‐financial‐year activities, and end‐of‐year dinners.
* Answer and forward telephone calls in a professional, timely and efficient manner.
* Greet and welcome clients face‐to‐face, including making tea and coffee.
* Book and manage meeting rooms as requested, including catering and maintaining/restoring cleanliness after meetings.
* Assist with IT duties including hardware purchases, staff relocations, meeting room & AV requirements and other ad‐hoc IT related requests when the Office Administrator is not available.
* Collect and distribute incoming mail.
* Coordinate outgoing mail on a daily basis.
* Distribute credit cards that are ordered and update the spreadsheet accordingly.
* Assist the National Operations Manager with ESG reporting.
* Assist hubs with word formatting and photo scheduling.
* Work closely with the Marketing team regarding client events held onsite, organising catering and other items for boardroom lunches and B2Bs.
* Process Concur expense claims for Directors, ensuring accurate and timely submissions.
* Photocopy, type, bind and other ad‐hoc requests.
* Provide administrative assistance to all areas of the business as required.
Skills and Experiences
Qualifications and Skills
* At least 6 months to 1 year experience in a similar position is required.
* Sound knowledge of Word, Excel, Outlook and PowerPoint.
* Strong organisational skills with an ability to prioritise tasks effectively.
* Excellent verbal and written communication skills.
* Professional telephone etiquette and customer service skills.
* Attention to detail and ability to meet deadlines.
* Proactive and able to work both independently and collaboratively.
Desirable Qualities
* Team Player: Effective organisational and communication skills.
* Time Management: Ability to meet tight deadlines and manage multiple projects simultaneously.
* Proactivity: A proactive approach with a commitment to continuous improvement and professional development.
What We Offer
* Professional Growth: An opportunity to grow professionally in a supportive and stimulating work environment.
* Learning Programs: Access to in‐house and external learning programs.
* Networking: Engagement with industry functions and client interactions to build networks.
* Development: Continuous personal and professional development within the company with a focus on sustainability practices.
Diversity and Inclusion at MBM
MBM is proud to promote diversity and inclusivity, providing equal opportunities for all individuals to grow, learn, and thrive. We strongly encourage women, Aboriginal and Torres Strait Islander peoples, people with disabilities, and individuals from other under‐represented groups to apply. Our supportive workplace ensures every team member feels valued and empowered to reach their full potential.
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