Administration Officer

Job Title: Administration Officer

Location: Melbourne, VIC

Employment Type: Full-time

About the Role

We are a newly established branch in Melbourne, looking for a proactive and detail-oriented Administration Officer to support our daily office operations, procurement, and provide support to our onsite HR team.

This role requires fluency in Mandarin Chinese for effective communication with head office stakeholders, as well as strong English skills to liaise with local team members, suppliers and service providers in Melbourne.

This is an excellent opportunity for someone who enjoys working independently in a startup environment and wants to grow with a newly established team.

Key Responsibilities

1. Office Administration (60%)

- Manage day-to-day office operations, including facility maintenance, cleaning, security, and equipment.

- Monitor and replenish office supplies, pantry items, and company assets.

- Liaise with building management, internet/phone providers, and other vendors.

- Organise and maintain company documents, seals, licences, and contracts.

- Assist in planning team meetings, staff events, and holiday welfare activities.

2. Procurement (25%)

- Develop and execute procurement plans for office equipment, IT hardware, and daily consumables based on departmental needs.

- Source, evaluate, and maintain relationships with local Melbourne suppliers.

- Compare quotes, control costs, and assist with purchase order and payment processes.

3. Basic HR Support (15% previous HR exposure is preferred)

- Assist with job postings, interview coordination, and onboarding/offboarding processes.

- Maintain employee records, attendance, and leave summaries.

- Support head office or external payroll provider with superannuation, tax file number declarations, and basic compliance.

- Help coordinate new starter access (computer, email, access card, etc.).

Selection Criteria

Essential

- Valid Australian working rights (PR or valid visa such as 485, 491, partner visa, etc.).

- Fluency in both Mandarin Chinese and English (spoken and written).

- Minimum 2 years of experience in administration, office management, or procurement.

- Proficient in Microsoft 365 (Outlook, Teams, Excel) and confident in learning new systems.

Desirable

- Basic knowledge of Australian employment law (Fair Work, Superannuation, TFN declaration).

- Prior experience setting up a new office or working in a start-up environment.

Personal Attributes

- Self-motivated, hands-on, and comfortable working independently.

- Reliable, honest, and responsible for company assets and purchasing budgets.

- Strong organisational and communication skills, able to act as a bridge between local team and head office.