Admin Assistant - Melbourne

ABOUT THE ROLE

Bureau designs and deploys premium workspace pod solutions across Australia. As we grow, our team needs a reliable, organised, and personable Admin Assistant to support day-to-day coordination across our internal team, client relationships, and supplier ecosystem.

This is a hands-on coordination role sitting at the heart of the business. You will be the connective tissue between our clients, subcontractors, and team. You do not need a background in admin; what matters most is that you are a clear communicator, a natural organiser, and someone who takes ownership.

KEY RESPONSIBILITIES

Client & Stakeholder Coordination

• Act as a key point of contact for clients throughout their lifecycle
• Admin and task support for the team, scheduling, follow-ups, tracking ongoing projects through to completion
• Maintain professional, warm relationships with clients and external partners

Systems & Org Management 

• Maintain records across HubSpot, Notion, Google Workspace; support process improvement and AI tool adoption to drive efficiency.
• Process supplier invoices - checking, coding, and submitting via internal systems (e.g. Airwallex, HubSpot)
• Maintain accurate records across the CRM and project management tools

Scheduling & Logistics Support

• Coordinate on the phone with subcontractors, team members and clients - managing calendars, confirmations, and project completion
• Track job progress across active projects and follow up on outstanding actions
• Assist with document preparation including tender submissions, quotes, summaries, and client-facing communications

Internal Team Support

• Support inbox management and ensure timely follow-up on open items
• Assist Leads with day-to-day workflow and ad hoc project tasks
• Contribute to process improvement as the team builds out functions

ABOUT YOU

You are most likely coming from a customer service, reception, office administration, or client coordination background. You do not need to have worked in admin, events, or logistics - but you should be someone who picks things up quickly and thrives in a varied, fast-moving environment.

SKILLS & EXPERIENCE

Essential

• Strong administrative and organisational skills - you can juggle multiple threads without losing the detail
• Excellent written and verbal communication - you write clear, professional emails and aren't afraid to pick up the phone
• Customer service orientation - you understand what it means to represent a brand well, even when things get complicated
• Competency with standard business tools - Google Workspace or Microsoft 365, email, calendars, and the ability to learn new software quickly
• A proactive, ownership mindset - you follow things through and don't need to be reminded twice
• Ability to interpret complex documents and handle them consistently

Highly Regarded

• Experience with CRM systems (HubSpot or similar)
• Familiarity with invoicing or basic accounts administration
• Experience in reception, facilities, or a similar client-facing support role

Personal Attributes

• Calm under pressure and adaptable when priorities shift
• Detail-oriented without getting lost in the weeds
• A collaborative team player who also knows how to work independently
• Comfortable asking questions and raising issues early

BACKGROUNDS THAT TEND TO EXCEL HERE

We actively encourage applications from candidates whose experience includes:

• Reception
• Account Coordination
• Compliance Administration
• Client Services
• Customer Service
• EA Support
• Facilities Coordination
• Office Management

WHAT WE OFFER

• A genuinely dynamic role in a growing, design-forward business
• Close collaboration with a small, high-performing team
• Exposure to national operations and a wide network of clients and partners
• Room to grow - as Bureau scales, so does this role
• Hybrid working arrangements available