Admin - Office Support

Office Support

Department	Administration
Reports directly to	State Manager
Reports Indirectly to	Office and Administration Supervisor
Number of reporting relationships	2
Employment Type	Part-Time
Employing entity	Capital Transport and Logistics Group Pty Ltd
authority to act	This position must act within written group policies, procedures and operations manuals.  All decisions outside these parameters must be approved by your direct manager.
Critical relationships (internal)	State Manager Office and Administration Manager Administration Department Customer Service Department Sales and Account Management Department Courier Department Taxi Trucks Department Contracts Department Fleet Management Department National Finance Department
Critical relationships (external)	Existing clients Existing outside hire suppliers Business services suppliers

Position Summary

As the Office Support, you will report directly to State Manager and indirectly to Office and Administration Supervisor.  The role is responsible for delivering high-quality food and beverage services, maintaining kitchen and office hospitality standards, and supporting broader office administration functions. This position ensures a professional, welcoming environment for staff and visitors while managing stock, supplier relationships, and event coordination.

In addition, the role provides administrative support to the business, ensures efficient communication across departments, and contributes to a collaborative and service-focused workplace. The position requires strong organisational skills, attention to detail, and a proactive approach to improving processes, service delivery, and overall workplace experience.

1.    Key Responsibilities and Tasks

1.1 Food & Beverage Service

• Prepare high-quality coffee and beverages in line with business standards
• Serve food and drinks to staff and visitors in a timely and professional manner
• Maintain cleanliness and presentation of the kitchen and coffee area at all times
• Deliver excellent customer service and ensure a positive experience for all staff and guests

1.2 Stock & Inventory Management

• Maintain appropriate stock levels of all food, beverages, and kitchen supplies
• Conduct regular stocktakes and monitor usage trends
• Order stock in line with business needs and approved suppliers
• Rotate stock to ensure freshness and minimise wastage
• Ensure proper storage and handling of all consumables

1.3 Supplier & Cost Management

• Liaise with suppliers to manage orders, deliveries, and service quality
• Review supplier pricing and identify opportunities for cost efficiencies
• Monitor supplier volumes and adjust ordering based on demand
• Build and maintain strong supplier relationships

1.4 Office & Facility Support

• Support office operations relating to kitchen and hospitality services
• Coordinate with external service providers, including cleaning, pest control, hygiene, and waste management
• Ensure kitchen and common areas meet cleanliness and compliance standards

1.5 Events & Catering Coordination

• Coordinate catering for internal meetings, staff events, and functions
• Arrange bookings and logistics for staff events as required
• Assist with the planning and preparation of key business events (e.g., annual Christmas party)
• Ensure timely setup and pack-down for all catering and event-related activities

1.6 Business Awareness & Collaboration

• Develop a strong understanding of business operations and departmental needs
• Work closely with teams to anticipate and support hospitality requirements
• Contribute to a positive workplace culture through proactive service and teamwork

1.7    office Administration

• Provide administrative support to the business
• Ensure all general office duties including filing, photocopying, printing etc. are attended to on a regular basis
• Maintain the business’ stationery and department supplies
• Ensure all data entry requirements are accurately completed without unnecessary delay and/or within the agreed timeframes set by your Manager
• Collate and email approved supplier invoices to the Accounts Payable Department as required
• Generate, reconcile and distribute movie tickets to the client relations teams

1.3    per period tasks

• All administrative tasks required to close off each period
• Process movie ticket reports
• Complete all required administrative tasks as per the SOPs

1.4    customer service

• Effectively communicate with colleagues. In particular, you are to effectively communicate with the Sales and Account Management Department in order to:
• Efficiently resolve client issues;
• Assist in expediting the payment process; and
• Ensure all correspondence between clients and colleagues are properly documented by including all necessary details in the relevant client’s financial notes in the TMS
• Ensure all client enquiries are addressed without unnecessary delay and, in any event, within 24 hours; and either:
• Completed or resolved in a timely manner, dependent on your current work volume, time of the day and Department headcount; or
• Escalated to the relevant Account Manager or Sales Representative as required

1.5    general responsibilities

• Ensure a professional attitude is portrayed at all times
• Provide exceptional customer service to all of our clients
• Advocate both intra and inter co-operation of Departments
• Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous at all times
• Notify your Manager if you require any additional training as soon as practicable
• Ensure compliance with the Capital Group’s Company Policies at all times
• Ensure compliance with the Work Health and Safety (“WH&S”) responsibilities as outlined in section 3
• Use work time and resources for work activities, through limiting personal telephone calls, internet browsing and mobile phone usage
• Attend Administration Department meetings as required
• Attend one on one meetings with your Manager as required
• Perform any reasonable tasks requested by your Manager which may include, but is not limited to, overseeing the end of period close-off processes

2.   Work Health and Safety (WH&S) Responsibilities

All staff are responsible for the following safe work procedures and instructions:

2.1       Employees must

• Cooperate with the Capital Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation;
• Undertake all relevant training to carry out your responsibilities in line with CG’s policies and procedures and legislative requirements;
• Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:
  • Load Restraint;
  • Mass and Dimension;
  • Fatigue;
  • Speed; and
  • Vehicle Standards. 
• Ensure that any potential or actual breaches of CG policies and procedures are reported immediately to their Manager;
• Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; and
• Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.

2.2       Supervisors are responsible for

• Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CG’s policies and procedures and legislative requirements;
• Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures and escalating to the Manager and relevant key stakeholders;
• Assisting with any efforts undertaken by the Capital Group to implement initiatives and corrective actions to comply with WH&S and National Heavy Vehicle legislation;

2.3       Managers and Section Heads are responsible for

• Ensuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CG policies and procedures, and legislative requirements;
• Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures;
• Monitoring internal and external processes to identify risks to the business and developing suitable control measures;
• Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.