Administration & Operations Assistant

Job Description

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Parramatta, Australia

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The Administration Assistant will be responsible forsupporting the effective day-to-day administration of the DLUX Australiaoffice.

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The role will coordinate office operations, employeerequirements, vendors, travel and logistics, documentation and generaladministrative activities while working closely with the People & Cultureand Corporate Services teams.

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The successful candidate should be organized, dependable,service-oriented and comfortable taking ownership of administrative mattersfrom initiation through to closure.

Key Responsibilities Office Administration \n

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• Supportthe smooth day-to-day operation of the Sydney office.
  
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• Maintaina professional, organized and welcoming office environment.
  
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• Coordinateoffice supplies, stationery, pantry requirements and other consumables.
  
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• Coordinatewith building management and external service providers for office-relatedrequirements.
  
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• Monitoroffice maintenance requirements and ensure issues are followed through toclosure.
  
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• Assistwith meeting room arrangements and internal/external meetings.
  
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• Receiveand coordinate deliveries, couriers and business correspondence.
  
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• Maintainappropriate administrative records, files and trackers.
  
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Employee & People Support \n

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• Provideadministrative support for employee onboarding and offboarding activities.
  
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• Coordinateworkplace access, keys, equipment and other joining requirements.
  
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• AssistPeople & Culture with maintaining employee documentation andadministrative records.
  
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• Supportnew employees and employees travelling or relocating to Australia withpractical office and administrative requirements.
  
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• Assistin coordinating employee engagement activities, meetings and companyevents.
  
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• Handleemployee information and company records with appropriate confidentiality.
  
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Requirements Travel & Logistics \n

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• Assistwith business travel arrangements, including flights, accommodation andlocal transportation, where required.
  
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• Coordinateaccommodation and logistical requirements for employees travelling toAustralia on business assignments.
  
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• Maintaintravel-related records and supporting documentation.
  
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• Coordinatewith employees and relevant internal teams to ensure travel arrangementsare completed on time.
  
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• Coordinatewith approved vendors and service providers for office-relatedrequirements.
  
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• Obtainquotations and supporting information for administrative purchases whererequired.
  
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• Assistwith purchase requests and maintain supporting records.
  
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• Verifythat invoices are supported by appropriate documentation before forwardingthem for processing.
  
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• Followup with vendors regarding service delivery, invoices and outstandingactions.
  
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• Maintainvendor contact information and relevant administrative documentation.
  
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Assets & Facilities Support \n

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• Assistwith maintaining records of office assets, equipment, keys and accesscards.
  
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• Coordinateallocation and return of company assets in collaboration with IT andPeople & Culture.
  
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• Assistwith periodic physical verification of office assets.
  
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• Reportfacilities, safety, security or maintenance concerns promptly andcoordinate corrective action.
  
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Documentation & Compliance Support \n

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• Maintainorganized electronic and physical administrative records.
  
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• Assistwith documentation required for internal audits, certifications, insuranceand other compliance activities.
  
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• Supportrecord keeping in accordance with company policies and applicablerequirements.
  
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• Ensuresensitive company and employee information is handled securely andconfidentially.
  
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General Business Support \n

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• Provideadministrative support to management and other teams as reasonablyrequired.
  
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• Assistwith scheduling meetings, preparing documents and coordinating businessactivities.
  
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• Trackassigned actions and follow up with relevant stakeholders for timelyclosure.
  
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• Identifyadministrative inefficiencies and suggest practical improvements toprocesses.
  
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Qualifications & Experience \n

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• Diploma,Bachelor's degree or equivalent qualification in Business Administration,Management or a related discipline is desirable.
  
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• Approximately 1–3 years of experience in office administration, coordination,business support or a similar role.
  
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• Experienceworking in a professional services, consulting or technology environmentwould be advantageous.
  
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• Familiaritywith Australian workplace practices and office administration would bebeneficial.
  
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• Strongorganizational and time-management skills.
  
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• Goodwritten and verbal communication skills.
  
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• Strongattention to detail and accuracy.
  
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• Abilityto manage multiple activities and priorities simultaneously.
  
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• Goodworking knowledge of Microsoft Office or similar business productivitytools.
  
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• Abilityto maintain accurate records and documentation.
  
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• Professionaland courteous approach when dealing with employees, vendors, clients andvisitors.
  
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• Proactiveapproach to identifying and resolving administrative issues.
  
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• Abilityto work independently while collaborating effectively with teams acrossAustralia and India.
  
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What We Expect \n

At DLUX Tech, we expect our team members to demonstrate:

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Ownership – Take responsibility for assignedactivities and follow them through to completion.

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Accountability – Deliver on commitments andcommunicate early when there are challenges.

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Attention to Detail – Maintain accuracy indocumentation, records and administrative activities.

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Responsiveness – Support employees and businessrequirements promptly and professionally.

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Collaboration – Work effectively with colleaguesacross functions and locations.

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Continuous Improvement – Look for practical ways tomake administrative processes simpler and more efficient.

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Success in this position will be reflected through:

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• Smoothand reliable day-to-day office operations.
  
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• Timelyclosure of administrative requests and issues.
  
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• Accurateand up-to-date administrative and asset records.
  
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• Effectivecoordination with employees, vendors and internal stakeholders.
  
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• Well-managedonboarding, travel and logistical requirements.
  
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• Minimaladministrative escalations caused by missed follow-ups.
  
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• Consistentcompliance with DLUX policies and procedures.
  
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The responsibilities outlined above are intended to describethe general nature of the role and may evolve as DLUX Tech's Australianoperations continue to grow.

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