About Interchange

For more than 33 years, Interchange has provided support for people with disabilities to achieve their goals through contemporary and person centered services in their home and community. With individuality at the heart of the organisation, we pride ourselves on the flexible, tailored services we deliver to assist people to achieve their goals and live a good life.

About the role

Join Interchange as an Administration Assistant
Permanent Position | Relationship-Focused | Purpose-Driven Work

We’re seeking an experienced and organised Administration Assistant to join our team at Interchange on a permanent basis. This is a pivotal role where you’ll support the internal and external customers to ensure administration runs smoothly throughout Interchange. This will make a positive impact supporting people with disabilities to live connected, valued, and empowered lives.

You'll take a organised, outcome orientated approach, working closely to support teams, and other stakeholders to ensure high-quality, administrative support. A key focus will be on attention to detail, managing conflicting priorities, and high customer service focus.

In this role, you will:

Undertake general administrative support tasks such as printing, photocopying, document quality control, and preparation of correspondence, reports, and presentations.

Support the wider organisation with tasks including the distribution of PPE, stationery, banking, and mail handling.

Respond to emails, inbound calls, and enquiries from customers, external stakeholders, and employees, ensuring timely and professional service delivery.

Act as the first point of contact for the central office, including managing the intercom system, building access, and greeting visitors.

Provide administrative assistance by reviewing and collating information, and supporting documentation and report creation.

Assist with maintenance and repair requests for Interchange assets and premises.

Support leadership with project administration, including preparation, audit, and review of documentation.

Maintain and update contact lists.

Identify and correct data errors; perform data entry across various platforms.

Manage and upload customer service information into the CRM and NDIA portal.

Enter data related to fleet management, client billing, and employee reimbursements.

Assist with Shared Management timesheet entry and host customer invoicing.

Coordinate meetings by booking rooms, organising refreshments, setting up spaces, and welcoming attendees.

Support event coordination for birthdays, Christmas parties, and other ad hoc events.

Schedule vehicle servicing, update vehicle database, and manage vehicle bookings and calendar reminders.

Support schedulers by answering calls and submitting SCRs (8–10 and 2–4 daily), especially when short-staffed.

Submit monthly vehicle accident reports for the Board.

Maintain property maintenance tracker, including invoice recording and service bookings.

Monitor and manage shared email inboxes (e.g., Hello and Office), forwarding emails and processing invoices daily.

Support the Admin and Process Lead as required.

Ensure data accuracy in Fleetminder and GPS tracking systems.

Check mailbox and manage outgoing mail.

Collect and reconcile receipts for corporate card transactions at month end.

What we’re looking for:

A warm, honest communication style and a sense of humour!

Excellent written and verbal communication skills

Outstanding organisation and administrative skills.

Willingness to be trained and use multiple Tech apps for different purposes.

This role is based in our Belmont office.

What we can offer you?

Level 2.1 - 2.4 of the SCHADS Award will be offered depending on skills and experience.

Flexible work arrangements that suit you, including our brand new office in Belmont Hub, (above library and next door to great gym and swimming complex.

Generous NFP salary packaging opportunities.

Free, confidential counselling services through our Employee Assistance Program AND, the satisfaction of working with an organisation that provides high quality disability services to make a difference and support people with disability to live a good life.

What do you need to apply?

Ability to work autonomously and in a team

Excellent organisation and time management skills and an ability to seek creative solutions to overcome issues.

Proficient computer literacy in Microsoft Office Suite

NDIS Worker Screening Clearance

NDIS Orientation Module

Ready to make an Impact?

Interchange encourage applications from diverse backgrounds, including Aboriginal and Torres Strait Islander people, people from Culturally and Linguistically Diverse backgrounds, people who identify as LGBTQI+ and people living with disabilities.

To apply for this role, please use the Seek "Apply" button. Prepare a cover letter (no more than 2 pages) outlining how you meet each of the selection criteria and attach a current resume including two professional referees.

Closing date is 17/07/2025. We reserve the right to commence shortlisting immediately and commence interviews prior to the closing date. All applicants will be notified of the outcome following the completion of the recruitment process. Please note that unsolicited resumes from recruitment agencies will not be accepted.