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Administrative Support Specialist

2 months ago

Perth, Western Australia NES Fircroft Full time

Job Title: Administrative Support Specialist

Job Summary:

NES Fircroft is seeking an experienced Administrative Support Specialist to join their team in Perth. As an Administrative Support Specialist, you will be responsible for ensuring the efficient day-to-day operation of the office.

Key Responsibilities:

  • Oversight of the visitor management system, security access passes, and inductions.
  • Greet visitors and manage office visitor management.
  • Coordinate office initiatives and calendar of events.
  • Maintenance of office and boardrooms.
  • Booking of all staff events, functions, and training activities.
  • Provide support for meetings and training, including booking catering.
  • Provide support to executives and extended team members on administration needs.
  • Management and maintenance of office inventory.
  • Onboarding new starters, including setting up meeting rooms for inductions, organizing catering for lunch, preparing new starter backpacks, allocation of desks, and maintaining seating charts.
  • Support the offboarding procedure with relevant termination removals from registers.
  • Prepare and complete requisitions and purchase orders, including receipting and invoice reconciliation.
  • Booking of travel and accommodation using the Concur system.
  • Collection of mail, organizing courier bookings, stationery orders, site access, and other administrative duties as requested.
  • Maintaining staff registers, teams channels, and office email DLs.
  • Assist with meeting agenda and minute taking, reports, and presentations, including drafting and formatting a range of documents in MS Office.
  • Liaise with internal and external stakeholders as required.
  • Managing the shared cars, including booking vehicles for cleaning, servicing, and repairs.
  • Liaison with building management as required, for minor repairs and maintenance works.
  • Work with in-house resources and contractors to assist in the completion of scheduled works in line with company policies and procedures, ensuring adherence to site safety standards.
  • Liaison with HSSE staff regarding workstation and ergonomic adjustments required for staff.
  • Coordination and liaison with Fire Wardens and First Aiders.
  • Ensuring first aid kits are correctly stocked and arranging for the order of replacement supplies.
  • Furniture adjustments, relocations, and installation as required.
  • Completion of workplace inspections with cleaners, HSSE representatives, building management, and other contractors/service providers as required.
  • Management of on-site storage, including storerooms.
  • Management of meeting room functionality (in conjunction with IT).
  • Management of occupancy registers and completion of floor occupancy audits.
  • Order kitchen supplies, including milk, and maintenance of office coffee machines, dishwashers, and fridges.

Requirements:

  • Previous experience in an administration role.
  • SAP experience preferred.
  • Competent in Microsoft Office applications.
  • Strong organizational skills.
  • Well-developed communication and customer service skills (both written and verbal).
  • Complex problem-solving and analytical skills.
  • C Class Driver's License.
  • Completion of Higher School Certificate.
  • TAFE Certificate well regarded.