Office Administrator

About the Organisation

ICMS Australasia has been delivering events for more than 60 years and is known as one of the country’s leading professional conference organisers. The team has been recognised as PCO of the Year and has helped deliver many major Australian events that connect people and encourage new ideas.

The company is looking for a strong all-round administrator who values stability, growth and being part of a team that recognises good work. This role is based in the Sydney head office and offers the chance to contribute across administration, finance support and event delivery.

About the Role

The Office Administrator will be the day-to-day support hub for the business, handling reception, office coordination, administrative tasks, basic finance support and assistance with events. The role reports to the Financial Controller and is a full-time position in the Sydney office.

What You Will Be Doing

• Act as the first contact for calls, visitors and general correspondence.
• Organise meeting rooms, boardroom arrangements, hospitality and internal office functions.
• Oversee stationery, supplies and purchasing needs for the office.
• Work with building management, contractors and external providers to help maintain a safe, professional workplace.
• Keep staff records, contact details and office systems up to date.
• Handle incoming and outgoing mail and general office communications.
• Support directors and other team members with administration as needed.
• Manage software subscriptions, licences, service agreements and renewal dates.
• Track ongoing expenses and look for practical ways to improve efficiency and reduce costs.
• Help coordinate insurance renewals and maintain related records.
• Administer the company phone system and liaise with the provider.
• Assist with budget monitoring and office expense administration.
• Build working knowledge of the EventsAir platform.
• Process registrations, payments and refunds for events.
• Prepare delegate packs, name badges and other event materials.
• Support onsite registration when required.
• Arrange couriers and assist with event logistics.
• Help the business development team with proposals and promotional material coordination.
• Provide administrative and research support to the Events and Business Development teams.

What We’re Looking For

The ideal candidate is highly organised, proactive and confident in a busy role with varied responsibilities. You should be comfortable being the first point of contact for clients, visitors and colleagues while keeping the office running smoothly behind the scenes.

You will need strong attention to detail, clear communication skills, good time management and the ability to juggle multiple priorities. A professional approach, discretion and the ability to build positive working relationships are important, along with a willingness to support events and business development activity.

Application Information

Applicants should include a cover letter explaining why they want to join ICMS Australasia and why they are a suitable match for the role, along with relevant skills and experience. Only shortlisted candidates will be contacted.