Job Title

Job Title: Office AssistantReports to: Managing Director, QueenslandBased: BrisbaneLocation: On-sitePosition Summary:The Office Assistant role is responsible for ensuring the smooth operation of office administration, property management, team coordination, financial processes and reporting. This includes managing office procurement, equipment maintenance, WHS compliance, and meeting logistics while overseeing facilities maintenance and presentation. The role supports onboarding and offboarding processes, debtor management, outstanding renewals, and transaction monitoring to mitigate business risks. Additionally, it involves coordinating team events, executive support, and assisting with tender responses. Working closely with the Managing Director, QLD, and the broader team, this position provides essential administrative and operational support to drive efficiency and business success.Key Responsibilities:General Office SupportManage office procurement, including staff amenities, stationery, and supplies.Oversee office equipment maintenance (printers, copiers, kitchen appliances, glassware, crockery).Ensure compliance with Workplace Health & Safety (WHS) requirements, including warden and first aid roles, training, drills, and signage.Manage meeting rooms to ensure they are presentable and fully equipped.Handle all postal and courier requirements, including PO Box management.Property & Facility ManagementOversee property maintenance, including cleaners and plant services.Manage building security, including access pass distribution.Coordinate emergency wardens, training, and first aid responsibilities.Liaise with Creek Street Concierge for building-related matters.Team Support & EventsOrganise and set up weekly team meetings, including technical support.Coordinate monthly town halls and special events (e.g., international visitors, volunteer days, corporate celebrations).Support internal and external visitors, including senior executives, strategic partners, and clients.Onboarding & Offboarding EmployeesCoordinate office onboarding for new hires, including preparing seating plans, arranging IT setup, and ensuring welcome packs are placed on desks.Provide on-site support on the employees first day to assist with system access, equipment setup, and conduct an office tour.Manage office-related offboarding, ensuring the return of all equipment, resetting of company devices, and updating of finance records.Coordinate broker exit communication in consultation with MD, QLD.Financial & Administrative SupportMonitor debtor management, reviewing outstanding accounts weekly and working towards KPI targets.Ensure outstanding renewals are resolved within five days of the end of the month.Address unclosed/suspended transactions within five days of the end of the month to mitigate risk.Assist with regular financial and operational reporting requirements.Tender & Processing SupportAssist in preparing tender responses in line with corporate branding and guidelines.Work within strict deadlines to ensure timely draft reviews and submission.Ad hoc SupportProvide administrative and operational support to the Managing Director, QLD, and broader team as needed.Assist with IT issues and equipment maintenance as required.Key Skills & Competencies:Strong Organizational & Time Management Skills Ability to manage multiple tasks, prioritize effectively, and meet deadlines.Attention to Detail Ensuring accuracy in financial processes, property management, and compliance tasks.Excellent Communication & Interpersonal Skills Professional interaction with internal teams, executives, external partners, and service providers.Problem-Solving & Initiative Proactively identifying and resolving issues related to office operations, IT, and risk management.Stakeholder Management Ability to engage with leadership, employees, and external vendors to ensure seamless office operations.IT & Systems Proficiency Comfortable with office technology, meeting room setups, and troubleshooting basic IT issues.Financial & Administrative Acumen Understanding debtor management, transaction processing, and business risk mitigation.Event & Meeting Coordination Planning, organizing, and executing internal and external events efficiently.Adaptability & Resilience Ability to manage ad hoc tasks, shifting priorities, and a fast-paced environment.Confidentiality & Professionalism Handling sensitive business and employee information with discretion.Qualifications & Education:3+ years administration experience #J-18808-Ljbffr