The Office Administrator is a dynamic, multi-faceted role structured around traineeship course requirements to support a candidate undertaking a traineeship in Business Administration. In this position, you will be the heart of our physical workspace, ensuring that our Sydney office remains highly professional, organised, and energetic.
This role provides a foundational, hands-on learning environment with exposure to three key areas of corporate operations: daily office management, digital marketing support, and direct executive administration alongside the CEO. You will develop practical administrative skills while directly contributing to the daily rhythm of SalesPond’s Sales and Marketing teams.
Professional Skills Required for Success in This Role:
- Eagerness to Learn: A highly proactive, coachable, and positive "can-do" attitude aligned with traineeship goals.
- Organisational Excellence: Excellent time management and the ability to multitask in a busy office environment.
- Basic Technical Literacy: Familiarity with Google Workspace (Docs/Sheets), and an interest in modern business applications such as ChatGPT and Claude.
- Attention to Detail: High standards of cleanliness, presentation, and accuracy in document management.
- Professional Communication: Friendly, welcoming, and clear communication skills for interacting with team members, clients, and vendors.
Duties and Responsibilities:1. Office Maintenance & Workplace Hospitality (20%)
- Morning Initialisation: Ensure the sales floor is energised and functional by turning on the TV leaderboards, preparing basic visual displays, and ensuring all common areas are neat before 9:00 AM.
- Boardroom & Meeting Prep: Set up, clean, and organise the boardroom and meeting spaces ahead of scheduled internal syncs or client presentations.
- Environmental Care: Keep the physical office space welcoming and professional, including watering plants, maintaining desk spaces, and checking common areas throughout the day.
- Inventory & Supplies: Monitor, organise, and order kitchen, coffee, and stationery supplies to ensure the office is always fully stocked.
2. Direct Executive Support to the CEO (35%)
- Ad-Hoc Support: Provide direct administrative assistance to the CEO, including organising meetings, drafting quick messages, or preparing documents.
- Errand Management: Handle minor business or office-related errands to keep executive priorities moving efficiently.
- Document Compilation: Help organise and maintain digital folders in the executive drive.
3. Operational & Business Administration (15%)
- SOP Support: Assist the Business Operations Manager in keeping Standard Operating Procedures (SOPs) organised and filed correctly. Help identify missing documents and maintain hygiene.
- Visitor & Mail Management: Welcome guests, direct incoming phone calls, and manage incoming/outgoing postal mail or courier packages.
4. Marketing Administration Support (30%)
- Collateral Creation: Utilise Claude (AI assistant) to draft, and generate high-quality marketing collateral, presentation decks, and digital assets under the guidance of the management team.
- Social Media Scheduling: Use HubSpot to schedule, publish, and manage social media posts across company platforms to maintain active brand visibility.
- Email Campaigns & Workflows: Build and manage basic automated workflows within HubSpot to coordinate, schedule, and send out marketing emails and company newsletters.
Work Location: In person
