It's never been a more exciting time to join Vistra.
At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.
But progress only happens when people come together and take action. And we're absolutely committed to building a culture where our people can do just that.
We are seeking to appoint an Operations Administrator to support our Operations team in our new Sydney office. This is an exciting opportunity for a proactive, service-minded individual who thrives in a dynamic environment and takes pride in supporting a team—where no task is too big or too small.
This is a hybrid role with 4 days onsite and 1 day working from home.
Please note: Monday attendance is required due to potential new starter onboarding, and Thursday is our all-staff in-office day.
Key Responsibilities
* Acting as the face of the company and being the first point of contact for all visitors and calls.
* Provide general support to the Commercial Team.
* Prepare Commercial documentation including draft client Proposals, Engagement Letters and Statements of Works.
* Liaising and Co-ordinating with various internal and external stakeholders.
* Support Operations team projects as required.
* Diary Management for Regional VP and Australian MD.
* Liaise with the Business Leaders to compile and develop presentation materials for internal monthly and quarterly meetings.
* Responsible for ensuring client-related contact data is updated and current across CRM platform (Xero Practice Manager).
* Responsible for managing and organising Social Committee, Event coordination and roll-out of HR initiatives.
* Coordinate with HR onboarding of new joiners, including liaising with the IT team on hardware setup.
* Day to day Operations administration support not limited to mail, scanning, filing, phones & booking couriers.
* Kitchen duties including weekly grocery orders, tidying & dishwasher.
* Meeting room booking and coordination of client meetings or internal staff meetings.
* Update & maintain the national Operations Manual.
About You
* A self-starter and innovative, comfortable taking ownership of the role and always looking for ways to do things better or more efficiently rather than waiting for instructions.
* Great stakeholder engagement and interpersonal skills – an ability to build strong relationships with different departments and stakeholders.
* Can multitask and has excellent organisation and planning skills
* Very comfortable with the Office365 suite of products and the ability to quickly learn to use Vistra's proprietary and other third-party platforms.
* Can work closely and collaborate well with the Operations team and other departments to ensure the function is seamlessly delivered across both our Sydney and Melbourne offices.
Company Benefits
In our Australia offices, we believe in putting our employees' well-being first! We offer flexible hybrid working arrangements, a Dress for Your Day policy, monthly social activities, and celebration leave.
As advocates of continuous learning and professional development, we provide an internal mentorship program and additionally have an internal school of more than 500 courses accessible to our employees 24/7.
If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!
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