Office & Marketing Administrator

ROLE DETAILS

• $85,000-$90,000 + super DOE
• Pymble, NSW
• Permanent position
• WFH flexibility, with 2 days per week in the office
• Core business hours approximately 9:00am-5:00pm, with some flexibility
• Full Australian working rights required

ABOUT THE COMPANY
Join an established boutique professional services business with a warm, energetic and high-touch approach. This close-knit team genuinely enjoys working together and values people who bring ideas, initiative and creativity. It's an agile small-business environment where you can embrace new technology, improve how things are done and become a genuinely valued part of the team.

ABOUT THE ROLE
Are you happiest being the person everyone relies on? With around 70% focused on administration and business operations, you'll be the heartbeat of this busy office - keeping people, priorities and projects moving. You'll also bring a creative eye to marketing and Canva, embrace new technology and provide recruitment support. Intuitive, proactive and one step ahead, you'll quickly become the Director and team's trusted go-to.

DUTIES

• Own day-to-day administration and business operations, keeping people, priorities and the office running seamlessly
• Support the Director across inbox, diary, meetings, priorities, reminders and competing deadlines
• Coordinate meetings and projects, preparing materials, tracking actions, owners and deadlines, and ensuring effective follow-up
• Prepare polished proposals, agreements, presentations, interview materials and business collateral with exceptional accuracy and version control
• Coordinate recruitment administration across job advertisements, applications, interviews, references and candidate records
• Maintain accurate ATS/CRM, SharePoint and business records, including filing structures, templates and document control
• Respond to client, candidate and supplier enquiries with warmth, professionalism and sound judgement
• Create and coordinate marketing content across LinkedIn, newsletters, EDMs, websites and Canva, liaising with external creative partners as required
• Manage and improve business systems across Microsoft 365, Teams, SharePoint, ATS/CRM platforms and online portals
• Identify inefficient processes and implement smarter ways of working, leveraging AI tools including Microsoft Copilot, ChatGPT, Claude and Gemini
• Support billing administration, invoice tracking, sales reporting, tenders, RFQs and broader business improvement initiatives
• Coordinate office requirements including supplies, equipment, subscriptions, registrations, events and suppliers
• Bring ideas and initiative that enhance productivity, innovation and the overall team experience

SKILLS & EXPERIENCE

• Strong experience across administration, business operations, office coordination, PA/EA, marketing administration, HR administration or similar
• Proactive, intuitive and highly organised, with the ability to anticipate needs, take ownership and manage competing priorities
• Exceptional attention to detail with strong written communication, proofreading and document presentation skills
• Advanced Microsoft 365 capability, with strong SharePoint skills across document storage, folder structures and version control
• Confidence using ATS/CRM platforms, databases and online systems, with the ability to quickly learn new technology
• Canva capability with an eye for polished, engaging and on-brand collateral
• Digitally confident and genuinely curious about AI, technology and smarter ways of working; practical AI experience is highly regarded
• Strong project coordination skills with the ability to keep actions, owners, deadlines and priorities moving
• Warm, confident communication skills and sound judgement when working with clients, candidates, suppliers and colleagues
• Recruitment or HR administration exposure is advantageous but not essential
• Practical, adaptable and collaborative, with a willingness to pitch in wherever needed

B ENEFITS

• Competitive $85,000-$90,000 + super package
• WFH flexibility with 2 days per week in the Pymble office
• Become the trusted go-to person within a close-knit boutique team
• Enjoy genuine variety across business operations, marketing, technology and recruitment support
• Bring your creativity to Canva, content, proposals and marketing collateral
• Explore new technology and contribute ideas for smarter systems and processes
• Work closely with senior leadership and see the direct impact of your contribution
• Enjoy autonomy and ownership in a role where your ideas and initiative are valued
• Join a warm, caring and energetic team where people genuinely enjoy working together

OUR RECRUITMENT PROCESS
At Lotus People, we are committed to fostering diversity, equity and inclusion. We encourage applicants from all backgrounds to apply and will ensure a fair and equitable recruitment process.

Every application we receive is reviewed by a real person, never by AI. If your experience aligns with the requirements of the role, a consultant will be in touch within 2-3 business days for an initial phone screen. Shortlisted candidates will then proceed to a virtual interview with the consultant managing the role.

Due to the volume of applications and the specific nature of our briefs, we are unable to take phone enquiries about roles before an application is submitted. We ask that all interested candidates please apply online and wait to hear from us. Rest assured, we respond to every applicant, regardless of the outcome, so you will not be left wondering.

Lotus People are proud to have been awarded Best Agency for Candidate Experience for five consecutive years. We look forward to providing you with a positive and respectful experience.