About AEMG Group

AEMG Education is a leading international education organisation headquartered in Australia, working with more than 70 education and research institutions around the world to help tens of thousands of students and academic staff achieve life-changing experiences through international education. The Head Office is in Surrey Hills, Melbourne with Divisional operations in New Zealand, UK, China, Europe and USA.

About the People & Operations Division

The People & Operations division forms the core infrastructure of AEMG, supporting the organisation’s strategic and day-to-day effectiveness through integrated systems, technology, administration, and human resource management. This division ensures the seamless delivery of internal operations and maintains organisational performance through comprehensive support structures and cross-divisional coordination. The People & Operations division consists of the following departments:

Technology

The Technology department leads the development, implementation and maintenance of AEMG’s digital infrastructure. It supports innovation, cybersecurity, systems integration and IT service delivery across operations, while enabling the organisation’s digital transformation initiatives and strategic technology roadmap.

Project Management Office (PMO) & Administration

The PMO & Administration team oversees the coordination of business-critical projects and operational support services. It ensures structured planning, execution and monitoring of key projects & executive assistance while managing facilities, assets, office logistics and internal service delivery to support smooth organisational divisioning.

People & Culture

The People & Culture team is responsible for driving AEMG’s human resources strategy and employee experience. This includes talent acquisition, employee relations, HR operations, performance development and organisational culture. The department plays a key role in aligning people capability with AEMG’s strategic goals.

Position Overview

The Administration & Facilities Advisor provides day-to-day operational, logistical and administrative support to ensure the smooth functioning of AEMG’s offices in Surrey Hills. This role is responsible for assisting staff with their workplace and facility-related needs, coordinating travel and accommodation bookings, providing administrative support, and maintaining safe and efficient office environments. The role works collaboratively across departments, ensuring responsive service delivery and effective downstream communication with team members and business units

Key Responsibilities

1. Administrative Support

Assist staff with routine administrative needs such as stationery, printing and filing requests.

Prepare documents, letters, meeting materials and internal communications as required.

Maintain accurate records of general admin and facilities-related activities

2. Staff Travel Coordination

Arrange domestic and international travel bookings including flights, accommodation, airport transfers and insurance as required.

Communicate with staff to confirm travel preferences, itineraries and documentation.

Ensure compliance with travel policies and maintain records of staff travel activities and bookings.

3. Facilities, Office & Property Maintenance Support

Monitor and maintain cleanliness, safety and basic repairs across AEMG sites including offices & residential premises.

Monitor building safety, access control and facility operations in line with best practice

Coordinate maintenance or service requests with contractors and escalate issues where required.

Check inventory levels for common supplies and restock as needed.

Ensure meeting rooms and common areas are prepared and equipped as required.

Ensure residential properties owned by AEMG are maintained and ready for occupancy by AEMG staff as and when required.

Organise, arrange, and ensure living arrangements including basic amenities, welcome packs, home & living items are replenished, coordinated and prepared before the arrival of the staff into the residential premises.

4. Event Logistics

Assist in setting up meeting rooms, signage and audio-visual equipment for internal meetings and small events.

Assist with visitor coordination, refreshments and room resets post-event.

5. Health & Safety

Support implementation of health and safety practices within the workplace in liaison with the Office Manager

Assist in keeping emergency equipment updated and supporting workplace induction of safety procedures.

6. Inventory & Procurement Assistance

Track and organise storage of supplies, office consumables, and minor assets.

Order, distribute and track consumables, equipment and assets as per organisational needs

Submit purchase requests in accordance with AEMG procedures and assist with supplier communications for low-value orders.

7. Team & Stakeholder Support

Provide consistent support to all staff members across AEMG departments in a courteous and efficient manner.

Respond promptly to internal queries and requests related to workplace logistics or admin services.

It is not the intent of this position description to limit the scope of this position in any way but to give an overview of this role at AEMG. You may at times be required to work at other tasks and areas as directed by the Management.

Qualifications & Experience

Experience in office administration, operations or facilities management

Strong organisational and time management skills, with the ability to coordinate multiple tasks

Knowledge of basic workplace safety and compliance requirements

Excellent interpersonal and communication skills

Ability to liaise professionally with vendors, contractors and internal teams

Proficiency in Microsoft Office and familiarity with facility or asset management tools

Experience working in education or multi-site organisations is desirable

Proactive and solutions-focused approach to operational problem solving

Apply

Apply via SEEK by Sunday, 15 June 2025.

AEMG reserves the right to close applications early if a suitable candidate is identified before the application deadline.

We are committed to equality, diversity and inclusion. As an equal opportunity employer, we encourage and welcome applications from candidates of diverse backgrounds.