Administrative Assistant

Company Description

Fenix Resources Ltd (ASX: FEX) is a fully integrated mining, logistics and port services business operating in Western Australia’s Mid-West. With a current production rate of over 4 million tonnes of iron ore per annum and a clear pathway to 10Mtpa, Fenix is building a long-term, sustainable operation.

Role: Administration Assistant

Location: Perth CBD

Type: Permanent, Fulltime – Monday to Friday

The Administrative Assistant plays a key support role to the Senior Executive Assistant, ensuring the smooth day-to-day operation of our modern Perth CBD offices. Located just a short 500m walk from Elizabeth Quay Train Station, our offices offers access to excellent facilities including a complimentary gym, pool access, and quality end-of-trip amenities, creating a convenient and enjoyable work environment.

This position is responsible for maintaining a professional, well-organised, and welcoming office environment while assisting with administrative coordination, meetings, travel, and site visit requirements. Working closely with the Senior Executive Assistant, this role requires a high level of organisation, initiative, and attention to detail, with a strong focus on supporting executive priorities and office efficiency.

Key Responsibilities

Executive & Office Support

• Provide day-to-day administrative support to the Senior Executive Assistant.
• Assist with the coordination and preparation of internal and external meetings.
• Ensure meeting rooms are presented to a high standard (clean, set up, and reset post meetings).
• Assist with meeting logistics including catering, room bookings, and equipment setup.
• Collect coffees for Board Meetings and other meetings as required.

Travel Coordination

• Assist with coordinating travel arrangements including flight bookings, accommodation, and itineraries.
• Support the Senior Executive Assistant in managing changes to travel plans and ensuring seamless logistics.

Front of House & Office Coordination

• Act as the first point of contact for visitors, including answering the doorbell and greeting guests professionally.
• Manage incoming deliveries and coordinate distribution of goods across the office.
• Maintain a tidy, organised, and well-presented office environment at all times.

Office Supplies & Stock Management

• Manage ordering and replenishment of office supplies including stationery, kitchen items, and general consumables.
• Coordinate and manage stock deliveries and ensure appropriate storage.
• Monitor stock levels and proactively reorder as required.

Catering & Office Engagement

• Coordinate catering for meetings including lunches and refreshments.
• Organise office events such as birthday morning teas and team celebrations.
• Ensure kitchen and shared spaces are maintained to a high standard.

Charter & Site Visit Coordination Support

• Assist the Senior Executive Assistant in the coordination of charter flights for site visits.
• Assist with booking ground transport including vehicles.
• Support communication and coordination between the Perth office and operational teams across our mining, logistics, and port operations.
• Assist in preparing detailed schedules and itineraries.
• Assist with preparing welcome kits and documentation.
• Assemble welcome packs including corporate documents and branded items (polo, cap, notebook, pen, water bottle).
• Ensure all materials are accurate and professionally presented.

General Administration

• Assist with ad-hoc administrative tasks as required.
• Support data entry, document preparation, and coordination tasks.
• Provide general administrative support across multiple teams, including document preparation, printing of drawings, and coordination with operations and project personnel.
• Support calendar management, meeting scheduling, and administrative coordination for senior leaders, including the COO and CDO, while liaising with stakeholders across the business.

What We’re Looking For

We’re looking for someone who:

• Has extensive experience in an Administrative Assistant, Executive Assistant, Office Coordinator, or similar role, with a demonstrated ability to support senior leaders and contribute to the smooth operation of a professional office environment.
• Values simplicity and can find practical ways to improve processes and save time.
• Enjoys working as part of a team and takes ownership of their responsibilities.
• Communicates openly, professionally, and with integrity.
• Takes initiative and looks for opportunities to improve how things are done.
• Takes pride in creating a positive experience for colleagues, visitors, and stakeholders.

What's on Offer

• Brand new CBD office in a modern building, just 500m from Elizabeth Quay Train Station and Bus Port.

• Free gym and pool access, plus high-quality end-of-trip facilities.

• A professional, values-driven team environment working alongside experienced leaders.

• Strong stability and genuine long-term growth opportunities as the business expands.

Sound like you? Please click the apply button to submit your application and resume.

Qualifications

Additional Information