Operations Administrator

It’s never been a more exciting time to join Vistra.  

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction. 

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.  

We have an exciting opportunity for you to join our team as Operations Administrator. Reporting to the Business Manager, this part time 4 days per week and permanent position is based in Vistra Australia, Melbourne or Sydney Office. This role also offers regional coverage, allowing you to make a significant impact to our Operations team and its growth.

This is a hybrid role, 3 days onsite + 1 day WFH arrangement.

Must be in the office on Monday (due to potentially having new starters) and Wednesday if Melbourne based or Thursday if Sydney based (this is all staff in day)

Key responsibilities:

• Acting as the face of the company and being the first point of contact for all visitors and calls.
• Provide general administrative support to the Commercial Team.
• Prepare Commercial documentation including draft client Proposals, Engagement Letters and Statements of Works.
• Liaising and Co-ordinating with various internal and external stakeholders.
• Support Operations team projects as required including office move for Sydney (Moving from North Sydney to CBD).
• Diary Management for Regional VP.
• Coordinate travel bookings via Egencia platform.
• Liaise with MD and Executive Leadership Team to compile and develop presentation materials for internal monthly and quarterly meetings.
• Responsible for ensuring client-related contact data is updated and current across CRM platform (Xero Practice Manager)
• Responsible for managing and organising Social Committee, Event coordination and roll-out of HR initiatives.
• Liaise with the IT team on hardware setup for new joiners.
• Day to day Operations administration support not limited to mail, scanning, filing, phones & booking couriers.
• Kitchen duties including weekly grocery orders, tidying & dishwasher.
• Meeting room booking and coordination of client meetings or internal staff meetings.
• Update & maintain the national Operations Manual.

Key requirements:

• 2 to 4 years of experience in Administration/ Receptionist/ Operations Administration roles.
• Experience in using Office365 suite products.
• Extremely comfortable using and learning contemporary technology.
• Great stakeholder engagement and interpersonal skills – an ability to build strong relationships with different departments and stakeholders.
• Can multitask and has excellent organisation and planning skills.
• The ability to quickly learn to use third-party platforms.

Company Benefits:

In our Australia offices, we believe in putting our employees’ well-being first! We offer flexible hybrid working arrangements, a Dress for Your Day policy, monthly social activities, and celebration leave.

As advocates of continuous learning and professional development, we provide an internal mentorship program and additionally have an internal school of more than 500 courses accessible to our employees 24/7.

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!