Office Administration

AJ Stack Solutions is seeking a part-time Office Administrator / Business Analyst / Management Assistant to help with the day to day running of our Melbourne based operation.

We are looking for someone who can work independently and proactively to support our Engineering, Training and Field Service groups with their administrative needs, whilst also supporting our Management group.

Role Overview

This is a flexible, consistent, office-based role based in Clayton, VIC. We have recently opened a new office to support our growing business, and we are looking for someone who can help us setup the space as well as manage the ongoing administration function.

Working 3 up to 5 days per week hours) with flexibility to suit business needs and your lifestyle. You will be capable and competent to assist with all aspects of office management including travel arrangements, collating expenses, new hire-onboarding, managing external vendors (cleaners, equipment contracts, couriers, deliveries) and any other ad hoc functions related to office administration. There will be a need to work closely with our team to coordinate training delivery (catering, student liaison, printing etc) and supporting our Management team along with minor Business Analyst Activities.

The candidate who is successful will have a positive, friendly attitude and will support the business through keeping the office running efficiently.

Key Duties and Responsibilities

• Maintain and update company databases, records, and filing systems.
• Assist with the preparation, editing, and formatting of documents, presentations, and reports.
• Collaborate with various departments to ensure efficient workflow and provide general administrative assistance as required.
• Oversee office supplies and procurement of necessary equipment or services.
• Coordinate travel arrangements, including flights, accommodation, and transportation, as needed.
• Assist in organising company events, conferences, and team-building activities plus assist with the induction and onboarding of new staff into the Clayton office
• Maintaining accurate records on IT systems
• Manage and update AJ Stack Solutions and Stacked Learning marketing pages, including LinkedIn, the company website, and YouTube.
• Organise and schedule meetings, appointments, and events for management and team members.
• Prepare and distribute meeting agendas, minutes, and relevant documents to participants.
• Assist the Management team with daily administrative tasks.
• Maintain individual and company calendars, scheduling meetings and appointments.
• Manage office requirements, ensuring a well-organised and efficient work environment, including any framing and signage.
• Apply for VISAs and handle other travel-related arrangements as needed.
• Participate in the development and implementation of marketing strategies to enhance the company's online presence.
• Create and post engaging content to attract and retain clients and partners.
• Monitor and report on marketing performance, suggesting improvements where necessary.
• Organise and manage each training session from start to finish.
• Coordinate logistics and materials necessary for the successful completion of training sessions.

Required Capabilities

• High School Education and possible further education
• Experience with office management software e.g. Microsoft suite of products plus exposure to using the Xero platform would be advantageous
• Strong organisation skills with a "can do" attitude
• Excellent written and verbal communication skills
• Good attention to detail

Favourable Capabilities

• Basic to Moderate financial knowledge and bookkeeping skills
• Basic to Moderate IT administration and support skills to support AJSS IT functions