Position Overview
We are looking for a proactive and highly organized Office Assistant to join our Brisbane team.
This is a hands‐on, fast‐paced role where no two days look the same. You'll be the operational backbone of the office — keeping day‐to‐day activities running smoothly while providing essential administrative, logistics, and technology support to local staff and visiting personnel.
As a key point of contact for staff, clients, and external stakeholders, you'll bring strong communication skills and a professional, welcoming manner. You'll be comfortable managing competing priorities, exercising sound judgement, and stepping in wherever needed — whether that's booking an international flight, troubleshooting the printer, or ordering office supplies.
Travel & Logistics Coordination
* Coordinate all travel arrangements for both Australian and US‐based personnel, covering flights, accommodation, ground transportation, and visa/documentation support.
* Maintain a travel tracker and communicate itineraries clearly to all relevant parties.
* Coordinate with the US office to align travel schedules with operational needs and project timelines.
* Source and manage preferred vendor relationships for travel to ensure value and consistency.
* Handle last‐minute changes, cancellations and rebooking with minimal disruption.
Meeting & Event Planning
* Plan and coordinate all internal and external meetings, including:
* Leadership team meetings and operational reviews
* Joint venture partner meetings
* Site visits and field trips for US executives
* Team lunches, dinners and morale events
* Manage calendar scheduling across multiple time zones (Brisbane/Darwin and Austin, Texas).
* Book meeting rooms, arrange catering, and prepare materials as needed.
* Circulate agendas and follow up on action items post‐meeting.
* Assist with onsite logistics for visiting delegations, including welcome packs and office orientation.
Office Administration & Supplies
* Manage day‐to‐day office operations
* Order, track and manage office supplies, kitchen stock and consumables.
* Liaise with building management, cleaners and facilities vendors.
* Maintain document management.
* Manage incoming and outgoing correspondence
* Support onboarding of new staff including workspace setup, access cards and introductory materials.
* Assist with ad‐hoc administrative tasks
IT Support & Helpdesk (in liaison and support of the US IT Team)
* Serve as the first point of contact for IT‐related issues in the Australian office and coordinating solutions with the US‐based IT team to resolve.
* Procure IT technology in compliance with US IT Team requirements including tracking warranties, equipment lifecycle, returns, repairs and replacements as required
* Set up and configure workstations and equipment for new starters and visiting staff.
* Manage IT asset inventory for the Australian office.
* Liaise with the US IT team to elevate complex issues and ensure timely resolution.
* Follow IT security protocols and ensure all equipment is properly managed and maintained.
Vendor Management & Finance Administration
* Maintain relationships with service providers including travel agents, hotels, couriers and office suppliers.
* Process invoices and expense reports, coordinating with the finance team for timely payment.
* Track office budgets for supplies, travel and events, flagging variances to management.
* Assist with purchase order creation and coding in the company's financial systems.
Essential Skills and Experience
* 2+ years of experience in an office administration, executive assistant or operations support.
* Demonstrated experience coordinating travel logistics, including international bookings.
* Highly organised with sharp attention to detail and a 'no task too small' attitude.
* Proactive and self‐motivated, with the ability to work independently and manage competing priorities with sound judgement.
* Strong written and verbal communication skills, with confidence engaging a wide range of stakeholders.
* Confident with technology — comfortable troubleshooting basic IT issues and learning new software quickly.
* Proficient in Microsoft Office 365 (Outlook, Teams, Word, Excel, SharePoint).
* Experience working in an oil & gas, resources or energy company highly regarded.
DWE employment may require background checks and/or other testing.
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