Operations Administrator

Company Description

Mi5Star International is a trusted strategic partner to the world's most discerning individuals and institutions. Renowned for discretion, legacy protection, and seamless lifestyle integration, we serve a select global clientele who expect nothing less than absolute excellence. With offices in Australia, Hong Kong, and Singapore, we combine local insight with global reach, delivering culturally attuned, regulation-compliant services worldwide. Our team includes experts from elite law enforcement, intelligence services, luxury estate management, luxury hospitality, and VVIP logistics. We deliver protection without presence and service without compromise, building relationships on trust, discretion, and an unwavering commitment to excellence.

The Operations Support & Administrator is a central figure in the smooth delivery of Mi5Star's elite services, combining precision in administration with exposure to the extraordinary world of ultra-high-net-worth clients. This role offers a unique balance of structure and variety: one moment coordinating staff rosters and documentation, the next supporting assignments in some of the most exclusive homes, venues, and events.

Based in Sydney but with scope for international travel, the position provides direct involvement with Mi5Star's global operations in Hong Kong, Singapore, and beyond. It is a role that requires discretion, adaptability, and a polished presence, as you may be assisting at a corporate engagement one week and supporting arrangements in a private household the next.

The successful candidate will not only bring strong organisational and communication skills but also the mindset to thrive in luxury environments; approachable, professional, and ready to support high-profile clients in a way that reflects the Mi5Star brand. For the right individual, this is an opportunity to grow within a fast-moving, internationally recognised company that operates at the intersection of security, lifestyle, and prestige.

Core Responsibilities:

• Staff & Scheduling: Manage rosters, schedules, and day-to-day coordination of staff to ensure seamless client service delivery.
• Finance Administration: Process and track invoices, expenses, and financial documentation with accuracy and timeliness.
• Compliance Support: Work with the Compliance Manager to manage licence renewals, policy checks, and maintain up-to-date staff records.
• Professional Communications: Oversee and handle inbound communications (email, phone, and digital platforms), ensuring a polished and consistent level of professionalism.
• Documentation & Reporting: Draft, format, and prepare operational documents, reports, and presentations to support internal and client-facing functions.
• HR & Onboarding: Support staff onboarding, HR administration, and coordinate basic training to uphold Mi5Star's service and compliance standards.
• Brand & Client Support: Assist with the creation, refinement, and formatting of client-facing materials and brand assets, including support across social media platforms and messaging.

Additional Contributions:

• Event & Assignment Support: Attend and provide operational assistance at local luxury events and select overseas assignments, ensuring smooth coordination and professional representation of the brand.
• Marketing Liaison: Collaborate with marketing consultants to support brand development, website updates, and digital presence.
• Operational Excellence: Contribute to the continuous improvement of internal workflows, systems, and processes to enhance efficiency and consistency across Mi5Star's operations.

Business & Team Alignment:

• Promote Mi5Star's values and standards in all correspondence and client interactions
• Maintain clear and discreet communication with international clients and stakeholders
• Work independently and collaboratively across a geographically distributed team
• Support business leadership with administrative and project-based tasks

Application Closure and Response:

Applications for this position will close on 31st October 2025 where all applicants will be reviewed.