Administration Officer

2 weeks ago

Sydney, New South Wales, Australia Cubic Transportation Systems Full time
Overview

Administration Officer role at Cubic Transportation Systems. The Receptionist & Administration Officer is responsible for delivering a professional and efficient front-of-house experience while providing comprehensive administrative support to the Head Office and broader APAC Teams.

Responsibilities
  • Greet and direct visitors professionally; maintain visitor register and coordinate access cards, employee IDs, and business cards.
  • Ensure reception and adjacent meeting rooms are clean, presentable, and refreshed throughout the day.
  • Answer calls to reception and communicate outcomes to affected employees.
  • Update voice announcements and phone diversions during holiday periods; liaise with building management regarding air-conditioning and security access.
  • Monitor and refresh dashboard displays; report and resolve outages as required.
  • Process onboarding and offboarding in Workday, including ID photo uploads and access pass management.
  • Manage conference room calendars to prevent scheduling conflicts.
  • Coordinate travel and accommodation bookings for management and staff.
  • Arrange couriers, taxis, and on-site parking; liaise with Canon for servicing of multifunction printers/copiers.
  • Prepare purchase requisitions in SAP, receipt purchase orders, and code invoices for approval; maintain document control systems for incoming and outgoing correspondence.
  • Monitor and replenish office and kitchen supplies; assist Facilities with maintenance requests and procurement of kitchen appliances and supplies.
  • Organise catering for meetings and company functions; arrange flowers and gifts as requested.
  • Support employee service award programs and promotional product orders; maintain document storage and coordinate file archiving and retrieval.
  • Comply with Cubic's Quality Management System and Occupational Health, Safety and Environment policies; comply with corporate security protocols and Human Resources procedures.
Qualifications & Skills
  • Typically related experience; ability to complete routine assignments and follow established instructions for familiar tasks.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with SAP and Workday preferred.
  • Excellent professional presentation and communication skills; highly organized with the ability to multitask and manage competing priorities.
  • Positive, proactive attitude with a commitment to service excellence; able to work independently while contributing effectively to a team; strong interpersonal skills and the ability to build rapport across all levels.
Additional Details
  • Location: Sydney, New South Wales, Australia (offered as Full-time, on-site, in an administrative function).
  • Seniority level: Entry level
  • Industry: IT Services and IT Consulting

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