Administration Assistant

6 days ago

Ryde, Australia Hitachi Vantara Corporation Full time
Location: Sydney

Function: HV APAC Sales
Requisition ID: 1032949

Our Company

We're Hitachi Vantara, the data foundation trusted by the world's innovators. Our resilient, high-performance data infrastructure means that customers - from banks to theme parks - can focus on achieving the incredible with data.

If you've seen the Las Vegas Sphere, you've seen just one example of how we empower businesses to automate, optimize, innovate - and wow their customers. Right now, we're laying the foundation for our next wave of growth. We're looking for people who love being part of a diverse, global team - and who get excited about making a real-world impact with data.

Job Title: Office Administration Assistant
Reporting to: EA & Office Manager

Job Purpose
We are seeking a highly motivated and organized Office Administration Assistant to provide essential support to our business operations across Australia and New Zealand. This role requires someone with excellent administrative skills, attention to detail, the ability to manage multiple tasks efficiently, prioritize competing workloads from various internal stakeholders, and ensure a high level of discretion. The successful candidate will play a crucial role in supporting our teams, ensuring smooth and effective daily operations, and contributing to the overall success of our business in the region.

Responsibilities
Facilities Administration:
  1. Manage facilities email inbox for payment of rent, parking, and other office invoices.
  2. Process payment of invoices which includes the creation of purchase requisitions as well as the initial set up of new or existing suppliers within our procurement processes and systems.
  3. Maintain Office Carpark Registers for offices in Australia and New Zealand.
  4. Liaise with Building Managers from time to time.
Office Administration & Sales Manager support:
  1. Assist with coordinating of office events and functions (including remote offices).
  2. Provide general administration support to the office as required, including scheduling customer meetings or assisting with preparing a tender or proposal.
  3. Act as the point of contact for various administrative requirements for our remote offices (Brisbane, Melbourne & New Zealand).
  4. Provide ad hoc reception cover, as required.
  5. Provide administration support to nominated managers which may include diary management, travel arranging, and expense management.
Legal and Compliance Administration
  1. Management of the Legal inbox: Duties include assisting with the execution of contracts, agreements, and other documents in accordance with the Hitachi Vantara Global Signature policy.
  2. Obtaining appropriate approvals and signatures as required for contracts, agreements, and other documents.
  3. Electronic registration of all agreements.
  4. Point of contact for insurance certificates and other legal documentation.
  5. Assisting with tender responses as required.
Human Resources Administration
  1. Provide administration support to HR Manager, including assistance with onboarding and offboarding requirements, purchase requisition/order processing, general HR letter creation, and updating of organizational charts on a quarterly basis.
  2. Employee benefit administration (e.g., spouse insurance and superannuation enrolment).
  3. Assist in coordinating and supporting special projects as necessary.
Profile
  1. Previous experience in a corporate environment or similar role.
  2. Previous experience in a role where high levels of professionalism and confidentiality were required.
  3. Excellent Microsoft Teams, Word, Excel, PowerPoint, and Outlook skills.
Competencies
  1. Excellent written and verbal communication skills.
  2. Willingness to learn and to identify and improve activities through eliminating duplication and streamlining processes.
  3. Able to use initiative and work under minimal supervision.
  4. Able to exercise discretion and maintain confidentiality with the highest levels of integrity.
  5. Able to take ownership and responsibility for the role with a positive "can-do" attitude.
  6. Able to easily adapt to changing environments and new processes.
  7. Follows through on commitments and maintains a high attention to detail.
About us
We're a global team of innovators. Together, we harness engineering excellence and passion for insight to co-create meaningful solutions to complex challenges. We turn organizations into data-driven leaders that can make a positive impact on their industries and society. If you believe that innovation can inspire the future, this is the place to fulfill your purpose and achieve your potential.

Championing diversity, equity, and inclusion
Diversity, equity, and inclusion (DEI) are integral to our culture and identity. Diverse thinking, a commitment to allyship, and a culture of empowerment help us achieve powerful results. We want you to be you, with all the ideas, lived experience, and fresh perspective that brings. We support your uniqueness and encourage people from all backgrounds to apply and realize their full potential as part of our team.

How we look after you
We help take care of your today and tomorrow with industry-leading benefits, support, and services that look after your holistic health and wellbeing. We're also champions of life balance and offer flexible arrangements that work for you (role and location dependent). We're always looking for new ways of working that bring out our best, leading to unexpected ideas. Here, you'll experience a sense of belonging, and discover autonomy, freedom, and ownership as you work alongside talented people you enjoy sharing knowledge with.

We're proud to say we're an equal opportunity employer and welcome all applicants for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran, age, disability status, or any other protected characteristic. Should you need reasonable accommodations during the recruitment process, please let us know so that we can do our best to set you up for success.
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