Part-time Administrative Assistant – Job Share (Mondays & Fridays)

Are you looking for a part-time role that fits your lifestyle while offering meaningful work in a supportive and professional environment? We have an opportunity that might be just what you are looking for!

ABOUT US

FM is a leading property insurer of the world's largest businesses, providing more than one-third of FORTUNE 1000-size companies with engineering-based risk management and property insurance solutions. FM helps clients maintain continuity in their business operations by drawing upon state-of-the-art loss-prevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and superior financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of challenging roles.

ROLE DETAILS

We are currently seeking an Administrative Assistant to join our Sydney office in a permanent part-time role, working Mondays and Fridays. This position is part of a job share arrangement, with another Administration Assistant covering the remaining weekdays. Together, the two roles ensure consistent, full-week support across a wide range of administrative responsibilities.

This is an in-office role, reporting to the Operations Manager, with day-to-day supervision by the Executive Administrative Assistant.

• Days: Mondays and Fridays (2 days per week)
• Hours: 8:30 AM – 5:00 PM (1-hour lunch break)
• Location: In-office (Sydney).

Our Sydney office offers not only a collaborative and supportive team environment but also benefits from a beautiful view of the Sydney Harbour, contributing to an inspiring and enjoyable workplace setting.

RESPONSIBILITIES

This role is ideal for someone who enjoys variety, is eager to learn new skills, and is comfortable working independently across different types of tasks.

Mondays and Fridays tend to have fewer scheduled activities, creating a productive environment for focused work and broader contribution. While front desk and coordination responsibilities remain important, such as supporting employees and facilities, managing calls, coordinating meeting rooms, and maintaining a professional workspace, these days also allow the Admin Assistant to contribute more broadly across the business and support other teams with tasks that benefit from dedicated attention.

We’re looking for a self-starter who can use this time effectively to also support various departments with general administrative tasks, which may include:

• Calling clients
• Data entry
• Repetitive or process-driven tasks
• Online research
• Formatting documents and presentations

Flexibility is also important, as the role includes providing ad-hoc coverage during unexpected sick leave, and  annual leave for the other part of this position.

Examples of the day-to-day may include:

• Collaborates effectively, delivers excellent customer service, and takes pride in their work
• Ensures seamless support for the Sydney office by maintaining smooth and efficient daily operations (manages front desk responsibilities, incoming and outgoing mail, stock levels, facilities and equipment maintenance, record management, and the presentation of shared spaces)
• Coordinates meetings and events, including room setup and pack-down, catering, guest support, and basic tech assistance, taking on responsibilities for the planning and execution of Town Halls and kick-off events
• Oversees the issuance and regular review of security access passes and keys
• Acts as the first point of contact for building management and vendors, Handling tenancy and facilities matters, and ensuring service contracts and maintenance checks are up to date
• Provides administrative support to the Operations Manager and Executive Administrative Assistant, as well as other departments as required.
• Welcomes new employees by preparing their workspace in coordination with IS, and manages office clean-up for departing staff
• Assists with monthly expense reporting, cross-departmental admin tasks, vendor contracts, and office sustainability initiatives
• Works with the WHS committee to ensure a safe and compliant office environment (training provided)
• Supports Business Continuity and Physical Security policies, including site assessments and adherence to FM guidelines (training provided)
• Serves as a First Aid team member and coordinates training for other staff (training provided)

PREFERRED KNOWLEDGE, EXPERIENCE AND SKILLS:

• 2+ years’ experience in a front desk/office coordinator/reception/ administration role,
• Ability to manage multiple projects concurrently, prioritise own workload to meet deadlines,  keep stakeholders updated, and follow-up in a timely manner,
• Excellent written and verbal communication skills, providing a clear handover to jobsharer,
• Competency with various forms of Microsoft Office technology (Word, Excel, Teams, Outlook, Copilot), as well as office AV Equipment (training provided),
• Comfortable to handle fluctuating workloads, working autonomously in a quiet environment at times,   
• Ability to balance workload during busy/quieter periods,  
• Ability to lift up to 10 kg,
• Comfortable bending, lifting, carrying, pushing items such as chairs, boxes, tables (on wheels),
• Some domestic travel may occasionally be required from time to time, 

FM is an Equal Opportunity Employer and is committed to attracting, developing, and retaining a diverse workforce.

Candidates must have the right to work in Australia to be considered for this role (Australian citizen, permanent resident, NZ resident).

If you are interested in learning more about FM, our culture and some of our initiatives, don’t hesitate to visit the link below:

• FM Website  
• FM YouTube Channel  
• Insure Your Career at FM 
• Engineer Careers 
• FM Resilience 
• FM - LinkedIn