Office Administrative Assistant

Role overview

The Office Administrative Assistant plays a central role in keeping the workplace running smoothly and efficiently. Reporting to the Office Business Manager, this position offers a varied day-to-day workload with opportunities to grow alongside the business.

Based in Brisbane, Australia, the role covers office administration, front desk and phone handling, secretarial support, inventory coordination, marketing assistance, and help with building and facility upkeep.

Key duties

• Deliver general administrative support across the business.
• Assist Fix Auto and Novus franchisees across the country with administration and customer service.
• Handle incoming phone calls, emails, enquiries, and requests.
• Serve as the first contact for customer concerns and resolve issues when possible or escalate them to management when needed.
• Process product sales for internal and external stakeholders, including stock tracking and distribution.
• Send out marketing materials, products, and equipment requested from central inventory by franchisees.
• Support the finance team with invoices, quotations, and payment processing when required.
• Create and maintain new files, records, and classifications, including financial documents.
• Keep digital records and filing systems organised and current.
• Arrange travel, prepare itineraries, organise meetings, and maintain reference and contact systems.
• Coordinate the Fix Auto and Novus Glass Hub and online boutique.
• Assign jobs, obtain approvals from insurance and fleet companies, and follow up on authorisations.
• Collect and organise job approvals to help request and process payments.
• Keep all documents and records accurate and up to date.
• Prepare conference rooms before and after meetings, events, and conferences, including desks, screens, snacks, and dinners where required.
• Open and close the office as needed.
• Receive incoming mail and distribute it to the relevant people.
• Arrange purchase of supplies, food, hygiene items, stationery, ink, and meals for meetings or training.
• Make sure shared areas remain tidy and well maintained.
• Coordinate building-related matters such as cleaning, repairs, and contractor support.
• Manage keys and access codes for staff arrival and departure.
• Carry out other related tasks as assigned.

Core competencies

• Strong telephone etiquette and clear communication skills.
• Ability to provide high-quality customer service.
• Capacity to prioritise tasks independently in a fast-changing environment.
• Strong commitment to working efficiently and delivering results.
• Initiative, practical thinking, and problem-solving ability.
• High standards of honesty and personal accountability.
• Flexibility and adaptability.
• Creative and innovative thinking.
• Sound ethics and integrity.
• Ability to follow and apply rules, procedures, and regulations.

Requirements

• A secondary school diploma is required.
• Between 1 and 3 years of experience in an administrative position is preferred.
• Working knowledge of office procedures and standard workplace practices.
• Good command of Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint.
• Comfort with learning and using online platforms and systems.
• Resourceful, adaptable, and flexible approach to work.
• Strong organisational and time management abilities.

Additional information

This is a broad, hands-on office role with responsibility across administration, reception, inventory, finance support, facilities coordination, and internal service delivery. The position is suited to someone who enjoys variety and can manage multiple priorities in a busy workplace.