Executive Assistant

6 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

  • Demand Planner

    4 days ago

    Rowville, Victoria, Australia Six Degrees Executive Pty Ltd Full time $90,000 - $120,000 per year

    About the company:Our client is a family-owned business that has grown into a leading supplier of professional-grade tools and equipment across trade, industrial, and retail markets. With decades of experience, they're known for quality, innovation, and strong customer partnerships. Their products are designed locally with input from tradespeople and...

  • Senior Brand Manager

    2 weeks ago

    Rowville, Victoria, Australia Twinings Ovaltine Full time $80,000 - $120,000 per year

    DescriptionGreat People Work Here. Twinings & Co has a proud history spanning over 300 years and operates on a global scale. With strong brand positioning we are viewed as a market leader in our field. The Australian operations continue to enjoy a positive growth trajectory. We are a high performing business that is focused on employing the best talent in...

  • E Commerce with Sales Support F/T

    4 days ago

    Rowville, Victoria, Australia Javac Pty Ltd Full time $65,000 - $75,000 per year

    HVAC DIRECT is a leading Australian company in the refrigeration industry, and we're looking for an experienced and enthusiastic Ecommerce person to assist with online business and driving our digital sales and marketing strategies. Additionally assist sales enquiries and administrative tasks. This FT role has a starting salary of $65,000 - $75,000 with...

  • Associate Merchandise Manager

    2 days ago

    Rowville, Victoria, Australia GPC Asia Pacific Full time $90,000 - $120,000 per year

    The role and you: Playing an integral part in the management of the category, this fast-paced role reports directly to a Merchandise Manager and ensures that category plans are rolled out to schedule. You will support in the growth and profitability of the category. You'll know you're the right person for the role if you have a resilient, tenacious...

  • Promotional Planning Coordinator

    1 week ago

    Rowville, Victoria, Australia Genuine Parts Company Full time $60,000 - $90,000 per year

    Movement is in our DNA. Everything we do is founded on driving forward momentum.We are GPC Asia Pacific: the largest industrial and automotive aftermarket parts supplier in Australia and New Zealand. Our automotive parts keep the world moving while our people shape the future. We propel forward careers, progress and performance.The Promotional Planning...

  • Brand & Sponsorship Specialist - Rowville

    2 weeks ago

    Rowville, Victoria, Australia GPC Asia Pacific Full time $80,000 - $120,000 per year

    Sponsorship & Brand SpecialistIconic motorsport events, unforgettable fan experiences, meaningful sponsorships and world-class brand campaigns. This role is at the centre of building deep connections with our customers.GPCis a global company, but you'll know us best asRepco and NAPA. We work with the best to deliver impactful marketing across our brands and...

  • Retail Marketing Specialist

    15 hours ago

    Rowville, Australia GPC Asia Pacific (APAC) Full time

    Movement is in our DNA. Everything we do is founded on driving forward momentum. We are **GPC Asia Pacific**: the largest industrial and automotive aftermarket parts supplier in Australia and New Zealand. Our automotive parts keep the world moving while our people shape the future. We propel forward careers, progress and performance. We are currently...

  • International Logistics Manager

    2 weeks ago

    Rowville, Australia VENTORA Group Full time

    **About our Organisation** With some of the most iconic brands in the Australasian and global building industry, we are proud to have provided products and services to projects around the globe for residential, multi-residential, and commercial markets. Whether it is windows, doors, architectural glass, showers, wardrobes or other building products, our...

  • State Sales Manager

    2 weeks ago

    Rowville, Australia Arjo Full time

    **Empowering careers at ARJO** **At Arjo, we know what moves us. We go above and beyond for people facing mobility challenges. We take every opportunity to work and grow as one team and take pride in sharing our knowledge and experience. Does that sound like something that moves you too?** **This could be your opportunity to begin a challenging and...

  • Retail Specialist

    1 week ago

    Rowville, Australia GPC Asia Pacific Full time

    **It Starts With the Partsand YOU!** **About Us** GPC Asia Pacific is the largest automotive aftermarket parts supplier in Australia and New Zealand and encompasses iconic brands such as Repco, Napa, Ashdown Ingram and AMX to name a few.** **Our people are our biggest asset and every day we deliver careers and experiences that are both challenging and...

  • Associate Merchandise Manager

    4 days ago

    Rowville, Australia GPC Asia Pacific (APAC) Full time

    **_Conduct range reviews, implement category plans and new product launches, stakeholder engagement, inventory management & more. Support multi brands (Repco & NAPA)._** - ** Flexible hybrid working arrangements**: - ** Rowville/Brisbane location with free onsite parking**: - ** Values-based, global organisation** **The role and you**: Playing an integral...

  • Internal Audit, Risk

    2 weeks ago

    Rowville, Australia GPC Asia Pacific Full time

    **The role**: **Duties**: - Participate in strategic initiatives and projects within audit, risk and compliance areas - Lead and administer financial and operational audits across the group - Including: determine audit scope, establish objectives and timelines, coordinate travel, communicate results - Assist internal and co-sourced auditors across all audit...

  • Supply Planner

    2 weeks ago

    Rowville, Australia GPC Asia Pacific (APAC) Full time

    **Supply Planner** - GPC Asia Pacific - Chullora, Rowville, Brisbane - Full Time** If you’re looking to join a company where recognition and celebration form part of our daily mantra, where you can learn and build on your talents and where flexible working is an option then we’d love to hear from you. With 100 years of trading, GPC Asia Pacific is the...

  • Dewatering Technician

    2 weeks ago

    Rowville, Australia Pinnacle Hire Pty Ltd Full time

    **Job description** **Dewatering Technician** Full-Time Pinnacle Hire Pty Ltd **Responsibilities** 1. Install and set up diesel-powered dewatering pump systems according to specifications. 2. Ensure proper alignment and connection of pumps, engines, and associated components. 3. Perform routine maintenance on diesel engines, pumps, and related...

  • Media & Promotions Coordinator Rowville

    6 days ago

    Rowville, Australia GPC Asia Pacific Full time

    **About Us** With 100 years operational experience, GPC Asia Pacific is the largest automotive aftermarket parts supplier in Australia and New Zealand, supported by Genuine Parts Company in North America, owner of the NAPA parts distribution business. GPC Asia Pacific is the parent company of standout brands such as Repco and NAPA Auto Parts. Every day we...

  • Sales Representative

    2 weeks ago

    Rowville, Australia VENTORA Group Full time

    **About our Organisation** VENTORA Glass is one of the most sophisticated, environmentally friendly, glass processing plants in the world today. We have facilities in both Queensland and Victoria that service our market-leading brands, as well as external customers. **About our Opportunity** We're looking for a sales hunter to work out of our Rowville...