Office Administrator

We are seeking a highly organized and proactive Office Administrator to manage day-to-day office operations. The ideal candidate will be responsible for overseeing office activities, handling administrative tasks, and providing support to various departments. The Office Administrator will be the central point of contact for office-related needs and will play a key role in ensuring smooth and efficient office operations.
 

Duties and Responsibilities:

• Administrative Support: Provide administrative support to all Melbourne personnel, including senior and executive leadership and all visitors. Provide general administrative assistance for executives, including scheduling meetings, managing calendars, handling correspondence, and organizing travel arrangements
• Office Operations: Manage office supplies, inventory, and maintain office equipment. Ensure the office environment is clean, organized, and well-maintained. Assist in facilities and overall office management for the Melbourne site.
• Communication: Serve as the point of contact for internal and external communications, answering phone calls, emails, and directing inquiries as needed.
• Meeting Coordination: Schedule and coordinate meetings, prepare agendas, take meeting minutes, and track action items.
• Event Planning: Assist in planning and coordinating company events, such as team-building activities, conferences, and employee gatherings. This includes meeting room prep, catering, setting up meals, and working with offsite venues. Lead and provide community outreach activities and events.
• Financial Administration: Assist with basic bookkeeping tasks, including processing invoices, expense reports, and maintaining records.
• HR Support: Assist with onboarding new employees, maintain employee records, and help with HR-related tasks as needed.
• Other duties as assigned: Assist with any other administrative tasks as required to ensure the smooth operation of the office.

Required Qualifications: 

• High school diploma required; degree preferred
• Proven office management, administrative, or assistant experience
• Friendly, professional, and approachable demeanor
• Ability to work independently without constant supervision
• Knowledge of office management responsibility, systems and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Adaptable and flexible in a dynamic work environment
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organization and planning skills
• Proficient in Microsoft Office
• Knowledge of internal and external shipping systems and processes

The hourly rate for this role is currently $23-28/hour

What could you accomplish in a place that puts People First?

At Wabtec, it’s not just about a job - it’s about the impact you make. When our people come together, we’re Expanding the Possible by continuously improving what we do and how we do it - for our clients and each other.

If you’re ready to revolutionize how the world moves for future generations, Wabtec is the place for you.
 

Who are we?

Wabtec is a leading global provider of equipment, systems, digital solutions, and value-added services for the freight and transit rail sectors. Drawing on more than 150 years of experience, we are leading the way in safety, efficiency, reliability, innovation, and productivity. Whether it’s freight, transit, ports, logistics, mining, industrial, or marine, our expertise, technologies, and people together – are accelerating the future of transportation. With roots that date back to George Westinghouse, Thomas Edison, and Louis Faiveley, Wabtec has always built technologies and implemented solutions for a variety of sectors that are critical to meeting the needs of customers and governments alike.

Our global team of about 30,000 employees worldwide delivers performance that moves the world forward. We’re lifelong learners, obsessed with better. Learn more at www.WabtecCorp.com.

Culture powers us and the possibilities.

We believe the best ideas come from a mix of experiences and backgrounds. At Wabtec, we strive every day to create a place where everyone belongs. We’re building a culture where leadership, inclusion and your unique perspective fuel progress.

We’re proud to be an Equal Opportunity Employer. We welcome talent of all backgrounds, experiences, and identities, including race, gender, age, disability, veteran status and more.

Need accommodation? Just let us know - we’ve got you.