Administration Officer

• Greet and direct visitors professionally; maintain visitor register and coordinate access cards, employee IDs, and business cards.
• Ensure reception and adjacent meeting rooms are clean, presentable, and refreshed throughout the day.
• Answer calls to reception and communicate outcomes to affected employees.
• Update voice announcements and phone diversions during holiday periods; liaise with building management regarding air-conditioning and security access.
• Monitor and refresh dashboard displays; report and resolve outages as required.

• Process onboarding and offboarding in Workday, including ID photo uploads and access pass management.
• Manage conference room calendars to prevent scheduling conflicts.
• Coordinate travel and accommodation bookings for management and staff.
• Arrange couriers, taxis, and on-site parking as required.
• Liaise with Canon for servicing of multifunction printers/copiers.
• Prepare purchase requisitions in SAP, receipt purchase orders, and code invoices for approval.
• Maintain document control systems for incoming and outgoing correspondence.

• Monitor and replenish office and kitchen supplies including milk, fruit, coffee accessories, and first aid kits.
• Assist Facilities team with maintenance requests and procurement of kitchen appliances and supplies.
• Organise catering for meetings and company functions; arrange flowers and gifts as requested.
• Support employee service award programs and promotional product orders.
• Maintain document storage and coordinate file archiving and retrieval.

• Comply with Cubic’s Quality Management System.
• Adhere to Occupational Health, Safety and Environment policies and procedures.
• Comply with corporate security protocols and Human Resources procedures.
• Perform additional duties as directed by management.

• Typically has related experience.
• Applies acquired job skills and knowledge of company procedures to complete semi-routine assignments.
• Demonstrates the ability to identify when routine processes need adjustments to meet objectives.
• Communicates effectively within the team, actively contributing to group discussions and collaborative efforts.
• Follows established instructions for familiar tasks, seeking guidance primarily for new or complex situations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with SAP and Workday systems preferred.

• Professional presentation and excellent phone manner.
• Strong verbal and written communication skills.
• Highly organised with the ability to multitask and manage competing priorities.
• Positive, proactive attitude with a commitment to service excellence.
• Ability to work independently while contributing effectively to a team.
• Strong interpersonal skills and ability to build rapport across all levels of the organisation.

Cubic