Office Administration Assistant

2 weeks ago

Notting Hill, Australia Kite Magnetics Full time

**About Us**:
**Position Overview**:
As an Office Administration Assistant, you will provide essential administrative and clerical support to ensure the smooth operation of our office. This role involves a variety of tasks, including managing communications, handling basic accounting tasks, supporting HR activities, and assisting team members as needed. You will be integral in maintaining an organised and efficient workplace, contributing to a positive work environment and facilitating daily operations.

**Targeting Commencement in January/February 2025**

**Reporting to**:Head of Operations

**Key Responsibilities**:
**1. General Administrative Support**:

- Greet visitors and coordinate meeting room schedules.
- Maintaining office supplies and equipment, ordering replacements and arranging maintenance as needed.

**2. Documentation & Record-Keeping**:

- Organise and manage digital and physical files, ensuring easy access and retrieval of important documents.
- Assist with data entry, document formatting, and preparation of reports and presentations.

**3. Financial & Accounting Support**:

- Support basic accounting tasks, such as processing invoices, tracking expenses, and coordinating with the finance department for timely payments.
- Assist in maintaining financial records and preparing expense reports as needed.

**4. HR & Team Support**:

- Coordinate onboarding and offboarding activities, including preparing new hire paperwork and setting up employee workstations.
- Organise and support internal events, meetings, and team-building activities.

**5. Office Coordination**:

- Ensure the office environment remains organised, clean, and stocked with necessary supplies.
- Coordinate with vendors, suppliers, and external partners to facilitate office maintenance and supply management.

**Requirements**:
**Qualifications/Skills**:

- Proven experience as an Administrative Assistant, Office Coordinator, or similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office equipment.
- Strong organisational skills, with an ability to prioritise tasks and manage multiple responsibilities effectively.
- Excellent written and verbal communication skills.
- Attention to detail and a proactive approach to problem-solving.

**Experience**:

- Previous experience in an office administration or support role, preferably in a fast-paced environment.
- Experience in a similar industry or startup environment is an advantage.

**Personal Attributes**:

- Friendly, approachable, and able to work well with others.
- Reliable, responsible, and able to maintain confidentiality.
- Honest, inclusive, collaborative, and responsible.

**Benefits**
- Competitive salary
- Flexible working hours
- Employee Stock Ownership Plan (ESOP)
- Collaborative and inclusive work environment

Kite Magnetics is an equal-opportunity and equal-outcome employer. We celebrate you and the diversity you bring and are committed to creating an inclusive and welcoming environment for all employees, suppliers, and customers.

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