Description
Location: Sydney
Reports To: Executive Assistant to SVP, MD AuPAC (Indirect: Director of Operations)
Role Purpose
Provide essential business and office/facility support to ensure smooth functioning of the Sydney Support Centre and Operations team. This role manages systems, processes, and platforms, coordinates end-to-end office operations, and supports data analysis, reporting, and project delivery to enhance efficiency and compliance for both corporate and hotel operations.
Key Responsibilities
* Provide administrative assistance to the Director of Operations (travel, visas, expenses, diary management, document preparation).
* Prepare accurate forecasts and complete monthly reporting requirements.
* Support GM onboarding and recruitment coordination.
* Research, compile, and analyze data; prepare reports and presentations using spreadsheets and graphics.
* Coordinate with hotels and corporate departments for operational processes.
* Manage special projects, timelines, and status updates.
* Maintain operational registers and databases (GM lists, mailing lists, contacts).
* Organize monthly meetings (e.g., GM cascade calls) and record meeting minutes.
* Develop and refine business processes for efficiency improvements.
* Handle reception duties, visitor management, and incoming calls professionally.
* Manage meeting room bookings, catering logistics, and office supplies (stationery, food & beverage).
* Oversee mail and courier services.
* Support onboarding of new hires and maintain SharePoint/internal platforms.
* Liaise with building management for maintenance, security, and compliance.
* Administer security passes and maintain safety records (First Aid kits, Fire Warden duties).
* Manage invoicing for office services in line with company policies.
* Coordinate office initiatives and events.
Qualifications & Skills
Education:
* High School Certificate or equivalent; formal administration qualification preferred.
* Excellent command of English, typing, and correspondence drafting.
Experience:
* 1–2 years in administrative/reception roles or related experience; 2–3 years in functional coordination support.
Technical Skills & Attributes:
* Strong PC skills (Microsoft Word, Excel, PowerPoint).
* Excellent interpersonal and communication skills; comfortable interacting at all organizational levels.
* Highly organized, detail-oriented, and proactive with strong time management.
* Ability to work independently, maintain confidentiality, and stay calm under pressure.
* Good problem-solving skills and stakeholder communication.