Senior Office Coordinator

2 days ago

Melbourne, Victoria, Australia Sparx Solutions Full time
About Sparx Solutions

Sparx Solutions is a leading Australian-owned system integrator specialising in cybersecurity, networking, cloud, and managed IT services. Our commitment to delivering high-quality design, delivery, and management services has earned us a reputation as trusted partners to our clients in both the enterprise and government sectors.

Job Title: Executive Support AssistantLocation: Melbourne CBD

We are seeking a highly skilled and proactive Executive Support Assistant to join our expanding team in Melbourne CBD. This role will play a crucial part in ensuring the smooth functioning of daily operations across the organisation.

Key Responsibilities
  • Support the Executive Team: Assist with scheduling and managing calendars, coordinating meetings and conference calls, preparing meeting agendas, taking notes, and following up on action items.
  • Manage Office Operations: Maintain office supplies, coordinate building maintenance, and liaise with building management to ensure the office runs smoothly.
  • Coordinate Communication: Manage incoming and outgoing correspondence, including general phone and email enquiries and deliveries.
  • Assist with Data Management: Help maintain electronic and paper files, databases, and records, ensuring they are up-to-date and organised. Assist with data entry and report generation as needed.
  • Organise Events and Meetings: Support the planning and coordination of internal and external meetings, events, and conferences, including venue booking, logistics, and preparing materials.
  • Support HR Activities: Assist with basic HR tasks such as scheduling interviews, preparing onboarding and offboarding paperwork, and maintaining employee records.
  • Procurement Assistance: Help with the procurement process, including obtaining quotes, processing purchase orders, and communicating with suppliers.
  • Travel Arrangements: Assist in booking flights, accommodation, and transportation, and help prepare travel itineraries for staff.
  • Customer Service: Welcome visitors and assist in handling client inquiries, providing a positive first impression.
  • Project Support: Assist with various projects by helping with research, preparing documents, and tracking timelines.
  • Maintain Records and Compliance: Help maintain accurate records, ensure compliance with company policies, and handle sensitive information with care.
  • Contribute to Sales Operations: Support the sales team with administrative tasks, provide assistance with go-to-market activities like tenders, events, creation of sales collateral, etc.
Requirements
  • A proven track record in an administrative support role, preferably in a fast-paced environment.
  • Excellent organisational and time-management skills.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
  • Exceptional interpersonal and communication skills, both written and verbal.
  • A high level of attention to detail and accuracy in completing assignments.
  • The ability to maintain confidentiality and handle sensitive information with discretion.
  • Flexibility and adaptability, with the ability to handle a variety of tasks and changing priorities.
  • The ability to work independently and collaboratively within a team environment.
What We Offer
  • A competitive salary package, including annual salary review, performance bonuses, and incentives.
  • A flexible workplace with flexible start and finish times.

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