Administrative Assistant

5 days ago

Sydney, New South Wales, Australia TFS Australia Pty Ltd Full time

About Tradition

Tradition is the interdealer broking arm of Compagnie Financière Tradition, one of the world's largest interdealer brokers for over-the-counter financial and commodity products. With a presence in over 30 countries and a history spanning more than 65 years, Tradition is a market leader in institutional interdealer broking in Asia, boasting a 45-year track record in the Singapore market. Listed on the Swiss stock exchange, we continue to innovate and expand our global footprint.

Job Purpose

The Administrative Assistant will provide comprehensive administrative and office management support to the Sydney office, ensuring efficient operation of facilities and related services. This role involves vendor management, coordination with finance on billing and invoicing, and handling confidential HR tasks. Additionally, the role requires adherence to and enforcement of company policies concerning HR, Privacy, and Vendor Management. Key Responsibilities

This role has a wide range of small tasks to keep the business running smoothly which include:

  • Manage office-related services, including rental agreements, utilities, office supplies, and cleaning services.
  • Coordinate with building management and external service providers to ensure uninterrupted office operations.
  • Maintain an accurate inventory of office supplies, ensuring timely replenishment.
  • Establish and maintain relationships with vendors and service providers.
  • Review, negotiate, and manage service agreements to ensure cost-effectiveness and quality standards.
  • Collaborate with the finance department on vendor billing, invoicing, and payment processes.
  • Maintain accurate records of office expenses and prepare reports as required.
  • Assist in the recruitment process for support staff, including scheduling interviews and preparing relevant documentation.
  • Manage confidential employee contracts and ensure proper filing and record-keeping.
  • Assist with onboarding processes, ensuring compliance with HR policies and privacy standards.
  • Ensure adherence to company HR policies, particularly around recruitment, employee contracts, and data privacy.
  • Assist with compiling and preparing reports for compliance, finance, or other departmental needs.
  • Provide administrative assistance to executives and team members, including scheduling meetings, preparing documents, and organizing travel arrangements.
  • Prepare and distribute internal communications, meeting agendas, and minutes. Qualifications and Experience
  • Proven experience in an administrative or office support role, preferably within a corporate or professional services environment.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management tools.
  • Experience with billing, invoicing, vendor management, and following  processes.
  • Strong organizational skills with the ability to multitask and prioritize effectively.
  • High level of discretion and confidentiality, especially when handling sensitive HR matters.

Working Conditions

Based in the Sydney office with occasional travel as required. Standard business hours with occasional flexibility needed for meetings or deadlines.

Please send in CV and expected salary to be considered

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