Administrative Assistant

5 months ago

Tullamarine, Australia Marken Full time

**Title**:
Administrative Associate

**Job Purpose**:
The Administration Coordinator is responsible for the daily, high-quality management of all administrative tasks across the Australian branches and regularly takes on many other duties associated with the position.

It is expected to be present in the office as confirmed by the line manager

**Main Duties and Responsibilities**:

- Provide assistance to staff and managers as required.
- Handle office duties and admin-related operations, perform office tasks, respond to communications and oversee all administrative tasks.
- Manage office supplies and order through vendors as required. Order all office and warehouse supplies and furniture on account or credit card.
- Manage relationships with vendors from an account/billing/costing perspective, including cost comparisons
- Answering questions and finding information for employees and vendors.
- Make travel arrangements where needed for employees including booking flights, accommodation, and car hire.
- Maintaining all digital employee records while maintaining confidentiality.
- Assist admin team to approve all invoices.
- Point of contact linking employees within the company and internal departments such as payroll and HR.
- Coordinate with the managers to ensure payroll information is submitted on time each month.
- Lodge payroll tax monthly for Australia.
- Keep leave calendar updated with all current personal and annual leave dates.
- Maintain leave records and accruals for all employees and proactively pass on the details to Payroll.
- Assist management to complete requisition forms where required to be submitted to HR for approval.
- Departing Employees - Submit Leavers form and calculate final annual leave owed to employees.
- Working with HR Recruitment to create and post job ads, compiling resumes, and performing reference checks.
- Managing the ID spreadsheet for all employees and LSPs, ordering new IDs, ensuring all IDs are up to date and ordering replacements before they are expired.
- Managing equipment for staff (e.g. PPE, uniforms, etc.)
- Vehicle Management, including fleet listings, handling all vehicle insurance claims, and organising van graphics.
- Workcover insurance account management across all branches.
- Booking required training and courses such as first aid.
- Account Management of vendors
- Assisting where needed with projects such as office relocations and new locations.

**Requirements**:

- Associate or Bachelor’s degree in Accounting, Business Administration or Finance
- Good command of English
- Ability to work independently & under pressure in a fast-paced and dynamic environment
- Strong team, and individual management skills
- A minimum of 1-2 years of experience in accounting or billing.

**Marken** is a wholly owned subsidiary of UPS and is a critical part of UPS Healthcare. Marken offers a state-of-the-art GMP-compliant depot network and logistic hubs for clinical drug product storage and distribution worldwide, and supports cell and gene therapy logistics services from clinical to commercial, while maintaining the leading position for Direct-to-Patient and Home Healthcare services, biological sample shipments and biological kit production.

**Moving Our World Forward by Delivering What Matters.

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