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Position Overview

The Office Administrator at Infotrust (formerly Spirit Managed Services) based in Sydney, NSW is responsible for ensuring smooth daily operations of the organization's offices. This role centralizes coordination for facilities, suppliers, building management, and general administrative tasks, focusing on maintaining a professional and welcoming environment for staff and visitors. It demands a combination of hands-on office management with executive support duties, emphasizing operational discipline, detail orientation, and compliance.

Key Responsibilities

Oversee daily office functions to maintain a clean, organized, and fully stocked workspace across locations.
Serve as main contact with building/property managers and contractors regarding maintenance, repairs, security, and installations.
Coordinate office relocations, furniture moves, and storage management, including generating purchase orders and facilitating site access for contractors.
Manage office supplies, kitchen items, plant care, and equipment servicing ensuring adequate stock levels.
Handle workplace security measures such as visitor management, access controls, and emergency procedure compliance including WHS, fire safety, and first aid.
Process staff expense claims and reimbursements with necessary supporting documents.
Collaborate with Accounts Payable for accurate invoice, expense, and purchase order processing.
Raise and monitor purchase orders aligned with budgets and approved supplier quotes.
Track and analyse company office expenditures to support cost control initiatives.
Reconcile corporate card transactions maintaining precise financial records.
Assist executives with calendar management, meeting scheduling, inbox organization, and travel planning alongside the Executive Assistant.
Prepare and distribute Board reports and documentation, utilizing Board portals like Diligent.
Create professional reports, presentations, and documents, managing workflows and approvals through systems such as DocuSign.
Maintain comprehensive digital and physical filing systems to ensure efficient information retrieval and storage.
Manage vendor, lease, and supplier relations to assure quality and value in services provided.
Support lease agreements, renewals, and tenancy documentation by liaising with property and legal contacts.
Acquire and evaluate quotes, coordinate services and installations as required.
Plan and execute internal events, meetings, team gatherings, and catering arrangements.
Facilitate employee onboarding by preparing workstations, coordinating access, and arranging IT equipment setup.
Promote a positive, well-organized, and collaborative workplace culture.

Required Qualifications and Experience

Minimum of three years in office management, administration, or executive assistant roles within professional or corporate services environments.
Advanced skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams.
Hands-on experience managing expenses, invoices, purchase orders, and basic financial or budgetary administration.
Outstanding organizational skills with meticulous attention to detail and capability to manage multiple priorities effectively.
Excellent communication skills suited for engagement across various organizational levels.
High levels of confidentiality and discretion upheld in all responsibilities.
A proactive, solution-driven mindset with ability to operate independently.

Personal Attributes

Exceptional organizational and time management capabilities.
Clear and professional communication style.
Proactive with a focus on problem solving.
Detail-oriented ensuring accuracy in tasks and documentation.
Resilient and adaptable to fast-paced, shifting environments.
Customer-service minded with strong stakeholder engagement skills.
Responsible, dependable, and practical in approach.
Collaborative team member yet capable of working autonomously.

Additional Information

Infotrust provides a broad portfolio of services including offensive and defensive cybersecurity solutions, compliance consulting, Managed SOC, modern workplace security, network security, IT support, and automation technologies. The role directly supports these operations by fostering an efficient administrative environment. This position is based onsite in Sydney with daily office presence required.

Administrative Assistant

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