Administration Officer

The purpose of this position is to manage the office reception function as well as maintain office systems for the Melbourne office. The Administration Officer will also provide secretarial administrative support to the Development Director and general administrative support to the Melbourne office.

Reception duties

  • Answer incoming phone enquiries and check answering machine daily.
  • Manage incoming and outgoing mail each day and distribute to staff in a timely manner.
  • Book and confirm courier deliveries.
  • Process incoming general reception emails.
  • Greet guests in a warm professional manner and facilitate tea and coffee for all meetings.
  • Will have lunch break between 12pm-1pm in accordance with reception backup roster.

Personal Assistance support to the Development Director

  • Provide secretarial and administrative assistance to the Development Director ensuring a smooth running work workflow.
  • Diary management and meeting coordination as required.
  • Undertake additional tasks as required.

Administrative duties

  • Data entry and various other document production.
  • Maintaining office registers.
  • Maintaining office petty cash & reconciliation.
  • Maintaining office cab charge vouchers & monthly statement.
  • Processing all office invoices & liaising with accounts department.
  • Collect receipts & process monthly corporate credit card statement.
  • Set up new staff welcome pack & implement onboarding checklist.
  • Maintaining media article catalogues and records.
  • Filing all corporate and project related documents.
  • Ordering stationary and kitchen supplies and maintaining stock levels.
  • Maintain board and meeting rooms in clean and corporate manner at all times.
  • Maintain kitchen in a clean/tidy condition at all times including stacking & unstacking dishwasher on a daily basis.
  • General administrative ad hoc duties as required including errands e.g. purchase milk, newspapers, get keys cut.
  • Ensure whole office is kept neat and orderly and in good repair at all times.
  • Ensure Administration Manual is up to date at all times.

Manage and maintain office systems

  • Manage all office systems such as IT, document and record keeping & reminder systems.
  • Ensure the smooth and efficient operation of the office.
  • Review, implement and maintain all office systems.
  • Manage and maintain all office equipment including keeping the photocopier up to date.
  • Manage and exchange back-up tapes daily, weekly & quarterly. 
  • Manage boardroom bookings & co-ordinate Skype video conference calls / meetings.
  • Act as the nominated office fire warden (with training provided).

General administrative support for senior managers, development and marketing staff

  • Provide secretarial assistance to the Development Director.
  • Provide assistance to Executive Assistant.

 Office Social Events 

  • Organise monthly office morning tea
  • Organise quarterly out of office social activity
  • Organise EFY & Xmas party functions

Workplace Health & Safety (WHS) 

  • Assist with the coordination of regular reports as per the WHS system

Assist in maintaining the WHS register

About the Company

Cedar Woods Properties Limited is an ASX 300 Australian property development company. Established in 1987, Cedar Woods has a diverse portfolio of assets in Queensland, Victoria, South Australia and Western Australia and is well regarded for the innovation, quality and success of its developments. We consider our staff to be a most valued asset and have a collegial team culture founded on our key values of Integrity, Performance, Innovation, People & Environment.

Please email your application to [email protected].

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