Administration - Administrative / Office Support III (Indirect)-Contingent Worker

Summary :

We are seeking a highly organized and proactive Office Administrator to manage day-to-day office operations. The ideal candidate will be responsible for overseeing office activities, handling administrative tasks, and providing support to various departments. The Office Administrator will be the central point of contact for office-related needs and will play a key role in ensuring smooth and efficient office operations. This role is expected to be on-site 5 days per week.

Duties and Responsibilities :

Administrative Support : Provide administrative support to all Melbourne personnel, including senior and executive leadership and all visitors. Provide general administrative assistance for executives, including scheduling meetings, managing calendars, handling correspondence, organizing travel arrangements, assigning meeting space, and coordinating meals & beverage service and visitor badges in advance of meetings. Regular priority mail out to customers / internal Wabtec (i.e. contracts) including international deliveries

Office Operations : Manage office supplies, inventory, and maintain office equipment. Ensure the office environment is clean, organized, and well-maintained. Assist in facilities and overall office management for the Melbourne site.

Communication : Serve as the point of contact for internal and external communications, answering phone calls, emails, and directing inquiries as needed. Coordinate with Landlord for any coordinated events with other building occupants. Partner with HR, Finance, Operations and Facilities for procurement

Event Planning & Community Outreach : Lead in the planning and coordination of company events, such as team-building activities, conferences, and employee gatherings. This includes meeting room prep, catering, setting up meals, and working with offsite venues. Lead and provide community outreach activities and events.

Financial Administration : Assist with basic bookkeeping tasks, including processing invoices, expense reports, and maintaining records.

HR Support : Assist with onboarding new employees and help with HR-related tasks as needed.

Other duties as assigned : Assist with any other administrative tasks as required to ensure the smooth operation of the office.

Required Qualifications :

High school diploma required; degree preferred

Proven office management, administrative, or assistant experience

Friendly, professional, and approachable demeanor

Ability to work independently without constant supervision

Knowledge of office management responsibility, systems and procedures

Excellent time management skills and ability to multitask and prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organization and planning skills

Familiarity with office management software, such as Microsoft Office Suite (Word, Excel, Outlook), is essential.

Knowledge of internal and external shipping systems and processes

Expected to lift, push, or pull items such as boxes of office supplies, water coolers, and other light-weight materials