Administration & Operations Assistant

Role Purpose

The Administration Assistant will be responsible for
supporting the effective day-to-day administration of the DLUX Australia
office.

The role will coordinate office operations, employee
requirements, vendors, travel and logistics, documentation and general
administrative activities while working closely with the People & Culture
and Corporate Services teams.

The successful candidate should be organized, dependable,
service-oriented and comfortable taking ownership of administrative matters
from initiation through to closure.

Key Responsibilities

Office Administration

• Support
  the smooth day-to-day operation of the Sydney office.
  
• Maintain
  a professional, organized and welcoming office environment.
  
• Coordinate
  office supplies, stationery, pantry requirements and other consumables.
  
• Coordinate
  with building management and external service providers for office-related
  requirements.
  
• Monitor
  office maintenance requirements and ensure issues are followed through to
  closure.
  
• Assist
  with meeting room arrangements and internal/external meetings.
  
• Receive
  and coordinate deliveries, couriers and business correspondence.
  
• Maintain
  appropriate administrative records, files and trackers.
  

Employee & People Support

• Provide
  administrative support for employee onboarding and offboarding activities.
  
• Coordinate
  workplace access, keys, equipment and other joining requirements.
  
• Assist
  People & Culture with maintaining employee documentation and
  administrative records.
  
• Support
  new employees and employees travelling or relocating to Australia with
  practical office and administrative requirements.
  
• Assist
  in coordinating employee engagement activities, meetings and company
  events.
  
• Handle
  employee information and company records with appropriate confidentiality.
  

Requirements

Travel & Logistics

• Assist
  with business travel arrangements, including flights, accommodation and
  local transportation, where required.
  
• Coordinate
  accommodation and logistical requirements for employees travelling to
  Australia on business assignments.
  
• Maintain
  travel-related records and supporting documentation.
  
• Coordinate
  with employees and relevant internal teams to ensure travel arrangements
  are completed on time.
  

Vendor & Procurement Coordination

• Coordinate
  with approved vendors and service providers for office-related
  requirements.
  
• Obtain
  quotations and supporting information for administrative purchases where
  required.
  
• Assist
  with purchase requests and maintain supporting records.
  
• Verify
  that invoices are supported by appropriate documentation before forwarding
  them for processing.
  
• Follow
  up with vendors regarding service delivery, invoices and outstanding
  actions.
  
• Maintain
  vendor contact information and relevant administrative documentation.
  

Assets & Facilities Support

• Assist
  with maintaining records of office assets, equipment, keys and access
  cards.
  
• Coordinate
  allocation and return of company assets in collaboration with IT and
  People & Culture.
  
• Assist
  with periodic physical verification of office assets.
  
• Report
  facilities, safety, security or maintenance concerns promptly and
  coordinate corrective action.
  

Documentation & Compliance Support

• Maintain
  organized electronic and physical administrative records.
  
• Assist
  with documentation required for internal audits, certifications, insurance
  and other compliance activities.
  
• Support
  record keeping in accordance with company policies and applicable
  requirements.
  
• Ensure
  sensitive company and employee information is handled securely and
  confidentially.
  

General Business Support

• Provide
  administrative support to management and other teams as reasonably
  required.
  
• Assist
  with scheduling meetings, preparing documents and coordinating business
  activities.
  
• Track
  assigned actions and follow up with relevant stakeholders for timely
  closure.
  
• Identify
  administrative inefficiencies and suggest practical improvements to
  processes.
  

Qualifications & Experience

• Diploma,
  Bachelor's degree or equivalent qualification in Business Administration,
  Management or a related discipline is desirable.
  
• Approximately 1–3 years of experience in office administration, coordination,
  business support or a similar role.
  
• Experience
  working in a professional services, consulting or technology environment
  would be advantageous.
  
• Familiarity
  with Australian workplace practices and office administration would be
  beneficial.
  

Skills & Competencies

• Strong
  organizational and time-management skills.
  
• Good
  written and verbal communication skills.
  
• Strong
  attention to detail and accuracy.
  
• Ability
  to manage multiple activities and priorities simultaneously.
  
• Good
  working knowledge of Microsoft Office or similar business productivity
  tools.
  
• Ability
  to maintain accurate records and documentation.
  
• Professional
  and courteous approach when dealing with employees, vendors, clients and
  visitors.
  
• Ability
  to handle confidential information appropriately.
  
• Proactive
  approach to identifying and resolving administrative issues.
  
• Ability
  to work independently while collaborating effectively with teams across
  Australia and India.
  

What We Expect

At DLUX Tech, we expect our team members to demonstrate:

Ownership – Take responsibility for assigned
activities and follow them through to completion.

Accountability – Deliver on commitments and
communicate early when there are challenges.

Attention to Detail – Maintain accuracy in
documentation, records and administrative activities.

Responsiveness – Support employees and business
requirements promptly and professionally.

Collaboration – Work effectively with colleagues
across functions and locations.

Continuous Improvement – Look for practical ways to
make administrative processes simpler and more efficient.

Benefits

Success in this position will be reflected through:

• Smooth
  and reliable day-to-day office operations.
  
• Timely
  closure of administrative requests and issues.
  
• Accurate
  and up-to-date administrative and asset records.
  
• Effective
  coordination with employees, vendors and internal stakeholders.
  
• Well-managed
  onboarding, travel and logistical requirements.
  
• Minimal
  administrative escalations caused by missed follow-ups.
  
• Consistent
  compliance with DLUX policies and procedures.
  

The responsibilities outlined above are intended to describe
the general nature of the role and may evolve as DLUX Tech's Australian
operations continue to grow.