Office Administrator

Job Description:

The Office Administrator provides administrative, operational, and coordination support to the Office Support Lead, CLO Leadership Team, and broader ASC USA workforce. The role is responsible for the efficient execution of day-to-day administrative activities, including business coordination, visitor management, travel arrangements, procurement administration, document management, meeting support, and office operations.

Working closely with the Office Manager, the Office Administrator contributes to the successful delivery of workforce administration activities, business communications, engagement initiatives, training coordination and operational support across ASC USA. The role requires a highly organised individual with strong attention to detail, excellent customer service skills and the ability to manage multiple priorities in a dynamic environment.

The Office Administrator operates in a fast-paced and evolving environment requiring strong organisational, communication and administrative skills. The role works closely with the Office Manager and supports the delivery of administrative, operational and workforce support services across ASC USA.

The position interacts with employees, leaders, visitors, customers, suppliers and external partners, requiring professionalism, discretion and a strong customer service focus. The Office Administrator plays an important role in ensuring office operations run smoothly, information is effectively coordinated, and stakeholders receive timely support.

Reporting to the Office Support Lead, the role contributes to the efficient operation and ongoing development of ASC USA through the delivery of high-quality administrative and coordination support.

ESSENTIAL SKILLS AND EXPERIENCE

• Previous experience in administrative or clerical roles
• Strong organizational and multitasking abilities while maintaining attention to detail
• Proficiency in Microsoft Office Suite
• Excellent verbal and written communication skills
• Commitment to achieving high quality outcomes while delivering against tight timelines
• Support productive relationships while working collaboratively internally and externally

REQUIRED BEHAVIOURAL COMPETENCIES:

• Ability to work independently and as part of a team
• Professionalism and confidentiality
• High level of integrity and respect
• Customer service and strong communication
• Innovative and uses initiative
• Flexible and adaptable
• Excellent time management skills and ability to perform under pressure

MAJOR AREAS OF ACCOUNTABILITY

% WEIGHTING

WHAT NEEDS TO BE DELIVERED

WHAT DOES SUCCESS LOOK LIKE AND HOW SUCCESS IS MEASURED

Administrative & Business Support

35%

• Provide day-to-day administrative support to the Office Manager, CLO Leadership Team and ASC USA workforce.
• Coordinate calendars, meetings, room bookings and administrative logistics as required.
• Arrange travel, accommodation, visitor programs and associated administrative requirements.
• Support preparation of reports, presentations, correspondence and business documentation.
• Assist with credit card reconciliations, invoice processing, purchase requisitions and other administrative transactions.
• Respond to general enquiries and provide timely support to employees, visitors and stakeholders.
• Support workforce administration activities including timesheet collation, leave documentation and overtime administration.
• Provide administrative support to the ASC team and visitors, including coordinating workspace setup, equipment allocation, system access requests, connectivity arrangements and IT support activities.
• Liaise with the ASC IT Department and US service providers to facilitate timely resolution of user access and technology-related issues.
• Administrative activities are completed accurately, professionally and within required timeframes.
• Stakeholders receive responsive and effective support.
• Travel, meetings and visitor arrangements are coordinated efficiently.
• Financial and administrative transactions are processed accurately.
• Timesheet and workforce administration support is delivered in a timely and accurate manner.
• The ASC team and visitors receive timely access to required equipment, systems and connectivity.
• IT support requests are coordinated efficiently, and issues are escalated and resolved within reasonable timeframes.

Communication, Events & Visitor Coordination

25%

• Support the coordination and delivery of Town Halls, employee engagement activities and workforce events.
• Assist with compiling communication content, presentations and supporting materials.
• Coordinate meeting logistics, room setup, catering, invitations and technology requirements.
• Assist with the management of VIP and stakeholder visits, including security approvals, access arrangements, PPE, catering and scheduling.
• Assist with internal communication activities and distribution of information across the business.
• Events and Town Halls are delivered successfully and professionally.
• Visitor programs are coordinated seamlessly.
• Communication materials are prepared accurately and on time.
• Positive feedback is received from stakeholders, visitors and employees.
• New employees experience effective onboarding/offboarding support.

Document and Information Management

20%

• Prepare, maintain and distribute documentation, reports, correspondence and meeting records.
• Record and track meeting actions, ensuring documentation is maintained accurately.
• Maintain digital and physical filing systems.
• Ensure records and documentation are managed in accordance with company requirements.
• Support document control and information management activities.
• Support the Office Support Lead with the coordination between ASC USA and ASC Australia corporate support functions, assisting with the implementation and maintenance of local processes, procedures and standard operating procedures (SOPs).
• Maintain administrative documentation, records, templates and process guides to support consistent business operations and compliance requirements.
• Accurate and professional documentation is maintained.
• Records are stored securely and can be retrieved efficiently.
• Meeting actions and administrative commitments are tracked effectively.
• Information management practices align with company requirements.
• Processes, procedures and records are maintained accurately and updated in a timely manner.
• Administrative support is provided effectively to facilitate collaboration between ASC USA and the Australian support functions.

Office Operations & Resource Coordination

20%

• Support the management of office supplies, equipment, PPE and operational resources.
• Monitor inventory levels and coordinate replenishment requirements.
• Assist with procurement administration, purchase orders and supplier coordination.
• Support office facilities activities including mail, deliveries, workspace setup and office presentation.
• Assist with training coordination, scheduling and administrative support.
• Provide operational support during periods of high activity and workforce growth.
• Office resources are available when required.
• Procurement administration is completed accurately and on time.
• Office facilities remain organised, professional and functional.
• Training and onboarding activities are effectively supported.
• Business operations are supported with minimal disruption.

Degree Requirements:

• Certificate or Diploma in Business Administration or related field
• Must be a U.S. citizen with a Secret Clearance