Job Description
The Office Administrator plays a key role in providing comprehensive administrative, operational, and office coordination support to ensure the smooth running of the Melbourne office.
You’ll be part of a collaborative admin team, playing an active role in managing shared priorities and ensuring seamless, coordinated delivery across multiple teams across the business.
The ideal candidate will have strong organisational skills, excellent attention to detail, and the ability to manage multiple priorities effectively.
This hybrid role includes an expectation of at least four days per week in the office.
Office Administrative tasks (Shared responsibility)
Manage general office operations, including all building management requests. Ensure common areas are kept tidy and presentable. Maintain office and kitchen supplies including monitoring stock levels and reordering
Act as the first point of contact by answering and directing calls, greeting clients, assisting with meeting room arrangements and incoming/outgoing mail
Assist with Ad hoc administrative tasks and projects as required, including but not limited to staff functions, internal sessions and supporting the rollout of new processes as required
Support the Marketing team, People & Culture team and the Legal and Compliance team with ad hoc administration tasks as directed
Support the research team coordinator as required during peak periods
General sales tasks (Shared responsibility)
Assist clients with our system logins, basic enquiries, and first-level web services support
Manage the client system, including prospect trial setups, new client onboarding, client terminations, and licence extensions for adviser and fund manager clients and maintain accurate records within the client record management system
Document Production tasks (Shared responsibility)
Create and distribute company communications, internal and external
Prepare and maintain company collateral using InDesign, PowerPoint and Word templates for use across the business.
Format proposals, tender responses, and other corporate documentation in line with brand guidelines
Required Experience and Skills required for role
Essential
Applicants should have experience in an administration-focused or office administrator role.
Proficiency in Microsoft Office Suite
Desirable (not required):
Experience with CRM systems such as Fusion and/or Salesforce
Exposure to InDesign or other desktop publishing tools
Experience within financial services, fintech, or wealth management is valued but not essential.
Attributes & Capabilities
Strong communication skills
Proactive and shows initiative
High level of accuracy with strong attention to detail
Service-oriented mindset
Collaborative and team-focused approach
