Office Administrator

LOCATION: Macquarie Park，Sydney, New South Wales
We welcome foreign professionals already living in China who bring international perspectives, cross-cultural insights, and a passion for the automotive industry.
Key Responsibilities
1. Office Operations & Facilities Management- Oversee the day‑to‑day running of the office, including lease administration, property management, cleaning, security, and office supplies procurement.- Manage meeting room bookings, vehicle dispatch, and end‑to‑end travel logistics (flights, accommodation, car rentals) for staff and visitors.- Supervise front desk reception: greet and welcome guests, handle incoming calls, issue visitor badges, and maintain a professional first impression.2. Workplace Safety, Security & Compliance- Coordinate building security systems (access cards, CCTV, alarm systems) and conduct periodic safety inspections.- Liaise with property management on fire drills, emergency evacuation plans, and health & safety compliance.- Ensure all administrative activities adhere to company policies and local regulations.3. Asset & Equipment Management- Maintain a complete fixed‑asset register (furniture, IT hardware, office machinery), conducting regular physical counts and tracking lifecycles.- Manage procurement, deployment, transfer, and disposal of assets in coordination with IT and Finance.- Oversee maintenance and repair of office equipment; provide basic on‑site IT troubleshooting (escalating to IT specialists as needed).4. Administrative Policies, Processes & Continuous Improvement- Draft, update, and enforce internal administrative policies (e.g., office conduct, document filing, seal usage, records retention).- Identify opportunities to streamline workflows, reduce costs, and improve service delivery; implement best practices.5. HR & Onboarding Support- Partner with HR to facilitate new employee onboarding: prepare workstations, email accounts, access cards, and equipment; conduct office orientation.- Support offboarding procedures by collecting assets and deactivating access.6. Employee Wellbeing, Events & Internal Culture- Plan and execute company events, including annual dinners, team‑building activities, festive celebrations, and monthly birthday gatherings.- Manage employee wellbeing initiatives: organise health check‑ups, subsidised gym memberships, pantry snacks, and seasonal gifts.- Curate internal communications (notice boards, intranet, or WeChat/Teams channels) to share updates and foster a positive culture.7. Vendor & Procurement Management- Build and maintain a network of approved administrative suppliers (printing, drinking water, cleaning, greenery, stationery, etc.).- Conduct regular vendor performance reviews, negotiate contracts, and manage service level agreements.- Process purchase requisitions and ensure cost‑effective sourcing.8. Budget Tracking & Financial Administration- Assist Finance with invoice verification, contract filing, and expense claim reviews for administrative categories.- Maintain an administrative budget tracker, monitoring actual spending against forecasts and preparing monthly/quarterly cost reports.- Optimise travel and expense policies in coordination with Finance.9. Reporting & Data Analytics- Compile regular management reports on office occupancy, asset utilisation, vendor performance, and expense trends.- Gather employee feedback on administrative services and propose data‑driven improvements.Qualifications & Competencies- Bachelor’s degree in Business Administration, Management, or a related field.- 3 years of progressive experience in office administration, facilities, or general affairs (experience in a multinational or fast‑paced environment is a plus).- Strong organisational and multitasking abilities, with a keen eye for detail.- Excellent communication and interpersonal skills; fluency in English (and local language, if required).- Proficiency in MS Office, especially Excel for budget tracking; familiarity with basic IT/equipment troubleshooting.- Proactive, solution‑oriented mindset with a high sense of responsibility and integrity.