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Office Administrator

VIC, AU, 3000


About this job

  • A Melbourne icon;
  • Coordinate the management and operation of our Head Office;
  • 12 month maternity leave cover.


Keolis Downer is the proud operator of Yarra Trams, the oldest and largest light rail network in the world. Since 2009, Keolis Downer has significantly invested in Melbourne’s tram network and community. 
As the operator of Yarra Trams, we bring our international expertise to Melbourne to ensure we deliver safer, more reliable passenger services and performance, while increasing the value of the tram network for Melburnians and the thousands of visitors to our city every day.
To deliver on these exciting new challenges, Yarra Trams requires the services of an experienced administrator to coordinate the management and operation of our Head Office and provide support to our office-based staff. 

What the role entails
Reporting to the Executive Assistant to the CEO, this role will require the successful candidate to: 

  • Greet visitors to the Tram Hub by providing assistance with the guest management system and helping with general enquiries;
  • Handle and screen incoming calls, check/return voicemail messages;
  • Manage and deal with notifications from building Concierge and issues within Tram Hub;
  • Organise catering as required;
  • Manage stationary supplies and complete regular stocktakes and ordering;
  • General office housekeeping: tidy kitchen areas, keep meeting rooms tidy and ensure all relevant manuals are in place and restock utility rooms;
  • Assist with uniform enquiries from new and existing staff;
  • Organise travel and accommodation when required;
  • Arrange for documents and other files to be archived;
  • Provide assistance to the accounts payable team by scanning invoices; 
  • Create and receipt invoices against Purchase Orders within Maximo;
  • Provide administration support to the Executive Assistant to CEO and HR Managers.


What you will need for this role
To be successful in this role, you will have:

  • Previous experience in an administration and/or reception role, or in a similar customer facing role;
  • Demonstrated professional experience in telephone management;
  • Mail management, coordination and confidentiality experience preferable;
  • Office coordination, logistics experience;
  • The ability to identify how to prioritise and action administrative tasks in a methodical and organised approach;
  • An understanding and awareness of OH&S and environmental issues in the workplace;
  • Experience in the use of Microsoft software and web apps (such as Outlook, Word, SharePoint and Maximo);
  • Proven ability to register and allocate business correspondence, proofread for grammar, spelling and punctuation with a high degree of accuracy;
  • Excellent customer service skills;
  • Ability to work within a team and provide high level professionalism both internally and externally;
  • The ability to maintain the strictest confidentiality and integrity at all times;
  • The ability to be solutions-focused, you are a problem solver.


Interested? Click on ‘Apply’ to apply for this vacancy. Only completed online application forms will be accepted. 
Yarra Trams is an equal opportunity employer that values diversity across our teams. In support of our Diversity & Inclusion Strategy, we encourage candidates with a disability, of all ages and people of Aboriginal & Torres Strait Islander heritage to apply.
Applications close: 26th October 2021

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