Administrative Specialist
1 week ago
Job Description – Administrative Specialist
Location:
Perth, Australia
Department:
Administration / Platform Support
Position Overview
We are seeking a detail-oriented and proactive
Administrative Specialist
to join our team in Perth. This role will be responsible for managing a wide range of administrative functions, including visa and compliance support, office and accommodation management, supplier coordination, and day-to-day administrative tasks. The ideal candidate will have strong organizational and communication skills, with the ability to collaborate across departments and ensure smooth daily operations.
Key Responsibilities
1. Visa & Compliance Management
- Support work visa applications, renewals, and business invitation letters for expatriate employees.
- Liaise with external vendors and government authorities to ensure timely and compliant processing.
- Research and evaluate visa service providers to optimize cost and efficiency.
2. Event & Exhibition Support
- Assist in on-site exhibition preparation, booth setup, supplier coordination, and logistics.
- Support brand team on material preparation and local execution of corporate events.
- Ensure smooth visitor reception, contracts review assistance, and on-site administrative support.
3. Vehicle Management
- Oversee company vehicle insurance, registration, and compliance with state regulations.
- Maintain accurate records of vehicle usage, traffic violations, and maintenance schedules.
- Support expatriate staff in obtaining compliant driving licenses.
4. Accommodation & Housing Management
- Source housing options, negotiate rental contracts, and manage rent payments.
- Coordinate move-in/move-out procedures, including deposits and cleaning arrangements.
- Establish and maintain a housing database for expatriates and local staff.
5. Office & Insurance Administration
- Manage office resources including workstations, IT equipment, and fixed assets.
- Coordinate office cleaning, maintenance, and safety compliance.
- Support occupational injury insurance registration and claims in line with state requirements.
6. Supplier & Policy Coordination
- Identify and manage local suppliers (hotels, airlines, rental cars, housing agencies).
- Align with headquarters' policies on procurement and rental payment.
- Support implementation of new administrative systems and ensure smooth adoption.
7. General Administrative Support
- Provide day-to-day administrative support to employees.
- Handle petty cash, reimbursements, and procurement of office supplies.
- Act as a coordination point between departments to ensure timely task execution.
Qualifications & Requirements
- Diploma's degree or above, preferably in Business Administration, Management, or related field.
- At least
2–3 years of proven experience
in administrative or office management roles. - Strong communication and coordination skills; ability to work with cross-functional and cross-cultural teams.
- Detail-oriented with strong organizational skills, able to manage multiple tasks efficiently.
- Willingness to take initiative and adapt to dynamic working environments.
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