Administrative Assistant

Spirit Managed Services is now branded Infotrust.

Cyber Emergency Number

1300 554 798

IT Support Number

1300 007 001

Administrative Assistant

Sydney, NSW

Careers

Administrative Assistant

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The Office Administrator is responsible for the streamlined day-to-day operation of Infotrust’s offices, serving as the central point of coordination for facilities, suppliers, building management and general administration.

This role combines hands-on office management with high-level executive support - ensuring each workplace operates efficiently, presents professionally, and provides a welcoming, well-organised environment for employees and visitors.

In parallel, the Office Administrator is accountable for the timely and accurate execution of core administrative, financial, and compliance processes, maintaining strong operational discipline and attention to detail across all aspects of office and business support.

Responsibilities

Office & Facilities Management

• Manage day-to-day office operations, ensuring a professional, well-maintained and fully stocked workspace, in each location.
• Act as the primary liaison with the building/property manager (e.g. CBRE) and contractors for maintenance, repairs, access and installations.
• Coordinate office moves, furniture relocations and storage arrangements, including raising purchase orders and arranging site access for trades.
• Oversee office supplies, kitchen consumables, plant maintenance and equipment servicing; proactively managing stock levels in each work location.
• Maintain workplace security and access control, including visitor management and access passes.
• Ensure compliance with WHS requirements, including fire safety, first aid and emergency procedures.

Expenses, Invoicing & Financial Administration

• Prepare and submit staff expense claims and reimbursements with appropriate documentation.
• Liaise with Accounts Payable to ensure accurate coding and timely processing of invoices, expenses and purchase orders.
• Raise and manage purchase orders, reconciling against approved budgets and supplier quotes.
• Monitor office expenditure for the company, identifying variances and support cost control across facilities spend.
• Manage corporate card reconciliation and maintain accurate financial records.

Executive & Administrative Support

• Working with the Executive Assistant, provide high quality administrative support to executives, including calendar management, inbox coordination, meeting scheduling and travel arrangements.
• Prepare, format and distribute Board reports and packs, including use of Board portals (e.g. Diligent).
• Produce professional documents, reports and presentations; manage document workflows and approvals (e.g. DocuSign).
• Maintain organised digital and physical filing systems to support efficient information management.

Vendor, Lease & Supplier Coordination

• Manage relationships with external vendors, suppliers and service providers, to ensure quality, value and service delivery.
• Support lease administration, renewals and tenancy documentation, liaising with property managers and legal contacts.
• Source, evaluate and coordinate quotes, services and installations.

Events, Onboarding & Culture

• Plan and coordinate internal events, meetings, team functions and catering.
• Support onboarding by preparing workstations, coordinating access and liaising with IT for equipment setup.
• Contribute to a positive, well-organised and collaborative workplace environment.

Key Experience & Capabilities

• 3+ years' experience in office management, administration or an executive assistant role, ideally in a corporate / professional-services environment.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).
• Demonstrated experience managing expenses, invoices, purchase orders and basic financial / budget administration.
• Highly organised with strong attention to detail and the ability to manage competing priorities.
• Professional communication skills with the ability to engage effectively across all levels.
• High level of discretion and confidentiality.
• Proactive, solutions-focused and able to work autonomously.

Personal Attributes

• Highly organised with strong time management
• Clear, professional communicator
• Proactive and solutions-focused
• Detail oriented with high accuracy
• Resilient and adaptable in a fast-paced environment
• Customer-oriented with strong stakeholder skills
• Accountable, reliable, and hands-on
• Collaborative team player with the ability to work autonomously

How to Apply

Please send resumes to: ***email_hidden***

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