Executive Assistant

5 days ago

Rowville, Victoria, Australia Japan Foods Trading Tasmania - Japan Foods Trading Pty Ltd Full time $104,000 - $130,878 per year

Position Summary

We are seeking a highly organized and proactive Executive Assistant & Office Manager to join our team. This role is central to keeping our business operations running smoothly, supporting senior management, and overseeing HR and administrative processes. The ideal candidate will bring strong leadership, excellent multitasking skills, and the ability to work effectively across multiple departments in a fast-paced environment.

*We welcome applications for both full-time and part-time arrangements.

Key Responsibilities

Human Resources & Payroll Support

  • Coordinate the final stages of recruitment, onboarding, and staff induction.
  • Prepare employment contracts and organize first-day arrangements.
  • Conduct induction training, develop training materials, and ensure compliance with company policies and workplace safety.
  • Maintain and update timesheets, assist department managers, and coordinate payroll with the company accountant.
  • Keep HR systems accurate and up to date, including records for staff, visitors, and temporary workers.
  • Review and update company policies to align with operational needs and compliance requirements.
  • Ensure policies comply with the Australian Fair Work Act and relevant regulations.
  • Handle employee and store manager HR-related inquiries.

Office & Administration Management

  • Provide executive support to senior management, including scheduling, agenda preparation, and minute-taking.
  • Oversee office and warehouse facilities, ensuring smooth day-to-day operations.
  • Act as the main contact for IT matters, liaising with external IT consultants.
  • Manage company insurance policies, licenses, and compliance documentation.
  • Oversee office supplies, printing services, and coordination of company events.
  • Handle fleet management, including registrations, fuel cards, fines, and vehicle maintenance.
  • Ensure OHS compliance in warehouse facilities in collaboration with the Warehouse Manager, including fire safety services.
  • Arrange business travel for management when required.
  • Manage communications with property agencies regarding leases, insurance, and contracts.
  • Support external accountants/bookkeepers with documentation and follow-ups.
  • Coordinate procurement requests across departments (CK, Soko, Dispatch, Warehouse).
  • Manage cleaning and waste management contractors to ensure quality and cost efficiency.
  • Support management with ad hoc administrative projects.

What We're Looking For

  • Strong leadership and organizational skills.
  • Excellent problem-solving and multitasking abilities.
  • Clear communication and interpersonal skills for working with staff, management, and external partners.
  • Proficiency in administrative tools, HR systems, and basic IT troubleshooting.
  • High attention to detail in compliance, payroll, and documentation.
  • Ability to manage multiple tasks and priorities effectively.
  • Broad understanding of end-to-end business operations.
  • Quick learner, adaptable to new systems (ATS, security alarms, phone systems, CCTV, etc.).

Job Types: Full-time, Part-time

Application Question(s):

  • Are you able to work longer than a year?
  • Do you have Full working rights in Australia, such as citizenship or a permanent resident visa, aside from the Working Holiday Visa? Please note that this position is NOT suitable for individuals on a Working Holiday Visa.
  • Are you able to commute to Rowville?

Language:

  • Mandarin and / or Cantonese (Preferred)
  • Upper level of English (Required)

Work Location: In person

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