Administrative Assistant

MBM is currently seeking a dynamic and experienced Administrative Assistant to join our Sydney team. This role is pivotal in supporting our team with the administrative support.

PURPOSE OF POSITION

The Administration Assistant position supports and provides personalised customer service to both internal and external clients.

Reporting to the National Operations Manager, or the HR Administrator if the National Operations Manager is not available. The role is to provide administrative and office support assistance to all staff and the company as required and outlined below:

Administrative requests may include, but are not limited to:

• Manage the administration inbox within, Microsoft Outlook software and complete any tasks that come through, as well as categorising emails for other Administration team members.
• Assist Office Administrator in organising all the internal staff events and keep the calendar of events updated. This includes weekly staff lunches, monthly diversity lunches, end of financial year activities and end of year dinners.
• Answer and forward telephone calls in a professional, timely and efficient manner.
• Greet and welcome clients face to face, including making tea and coffee
• Book and manage meeting rooms as requested, including catering and maintaining/restoring cleanliness after meetings.
• Assist with IT duties including hardware purchases, staff relocations, meeting rooms & AV requirements and other ad hoc IT related request when Office Administrator is not available.
• Collect and distribute incoming mail.
• Coordinate outgoing mail on daily basis.
• Distribute credit cards that are ordered and update the spreadsheet accordingly.
• Assist National Operations Manager with the ESG reporting.
• Assisting hubs with word formatting and photo scheduling.
• Work closely with the Marketing team regarding client events that are held onsite, organise catering and other items for boardroom lunches and B2Bs.
• Process Concur expense claims for Directors, ensuring accurate and timely submissions.
• Photocopying, typing, binding and other ad hoc requests.
• Provide administrative assistance to all areas of the business as required.

Qualifications and Skills

• At least 6 months to 1 year experience in a similar position is required
• Sound knowledge of Word, Excel, Outlook, and PowerPoint
• Strong organisational skills with an ability to prioritize tasks effectively
• Excellent verbal and written communication skills
• Professional telephone etiquette and customer service skills
• Attention to detail and ability to meet deadlines
• Proactive and able to work both independently and collaboratively

Desirable Qualities

• Team Player: Effective organisational and communication skills.
• Time Management: Ability to meet tight deadlines and manage multiple projects simultaneously.
• Proactivity: A proactive approach with a commitment to continuous improvement and professional development.

What We Offer

• Professional Growth: An opportunity to grow professionally in a supportive and stimulating work environment.
• Learning Programs: Access to in-house and external learning programs.
• Networking: Engagement with industry functions and client interactions to build networks.
• Development: Continuous personal and professional development within the company with a focus on sustainability practices.

If you are motivated, detail-oriented, and seeking an opportunity to advance your career in a fast-paced environment while contributing to sustainable business practices, we would love to hear from you. Join us in shaping the future of our company and making a significant impact through your contributions.

How to Apply

Please submit your resume and a cover letter detailing your experience and suitability for the role to ***email_hidden***.

MBM has an open, inclusive, and supportive culture where diverse individuals are offered excellent opportunities to grow, learn, and advance in their careers. We are committed to encouraging our employees to reach their full potential while valuing and respecting them as individuals. We are an equal opportunity employer and strongly encourage women, Aboriginal and Torres Strait Islander people, people with disabilities, and other minority groups to apply.