Office Administrator

Job Description: Office Administrator

Purpose:

As the Office Administrator at Rotation Solutions Pty Ltd, you will manage office facilities and operations whilst

providing essential day-to-day business support to the wider team. Your mission is to ensure efficient workplace

operations, exceptional customer service, and comprehensive administrative support.

Responsibilities:

Facilities and Office Management

• Coordinate workplace operations including cleaning, maintenance, and general upkeep

• Manage office equipment, consumables inventory, and procurement

• Oversee building access management and workspace setup for new employees

• Coordinate with Technology team for phone, internet, and IT hardware setup

Customer Service and Communications

• Answer and direct incoming calls, taking messages and managing enquiries

• Handle mail and delivery coordination

• Maintain shared inboxes and administration communications

• Support meeting setups including catering, room preparation, and logistics

• Coordinate internal team events and external client networking activities

Executive and Administrative Support

• Provide executive assistance to Management including diary management and meeting coordination

• Support meeting preparation, minute-taking, and action item follow-up

• Handle confidential correspondence and administrative tasks for senior management

• Coordinate travel arrangements and expense management as required

Document and Data Management

• Maintain policies and procedures in SharePoint with proper formatting and version control

• Manage document approval workflows and review date tracking

• Support data entry, analysis, and spreadsheet summarisation

• Provide ad-hoc project support and administrative assistance

Project Management System Administration

• Assist with administration of our Project Management System, data entry

• Help with project administration, updating customer and project data

Marketing and Supplier Coordination

• Coordinate design and procurement of marketing materials and promotional items

• Manage supplier relationships for office supplies and marketing needs

• Gather customer feedback through available channels

Expectations:

Execute tasks efficiently to ensure the wider team has adequate support for productive work.

Demonstrate self-motivation, strong organisation, and adaptability to changing priorities.

Proactively identify opportunities to improve business processes and office efficiency.

Maintain confidentiality and professionalism in all executive support activities.

Routines:

Daily: Manage communications, coordinate deliveries, and maintain office operations

Weekly: Review document management tasks and facility requirements

Monthly: Supplier relationship reviews and facility cost analysis

Work Location:

• Perth, office based role

Hours:

• 20 hours per week (approx.) part-time, flexible hours to be agreed based on candidate and business

needs

Your Impact:

Your administrative expertise will ensure smooth office operations and exceptional support for the entire team

whilst providing crucial executive assistance to senior management. Your ability to manage multiple priorities,

maintain high service standards, and support business processes will directly contribute to operational efficiency

and team productivity, crucial for maintaining a professional and effective workplace environment.

Acknowledgement:

I acknowledge that I have reviewed and understood the job description provided for my role. I agree to the

responsibilities, expectations, and scope outlined within the document. I understand that this job description may

evolve over time and will be updated as necessary to reflect changes in responsibilities or organizational needs.

Hiring Manager Comments:

• Part time 20 hours per week, ideally over min of 4 days
• Office based - ad hoc WFH when required
• Not a busy office

Tasks:

• Day-to-day managing emails/ project coordination
• Converting quotes into projects and invoicing - hours mainly bc service work (pref)
• Potential for growth (happy to train for right candidate)

Expereince:

• Work Flow Max / PMS exp (pref)
• Invoicing (pref)
• Can do attitude/ get involved
• Admin