We're seeking an energetic and highly organized Administration and Operations Superhero to be the backbone of our team at FIFO Focus and Permentis. In this pivotal role, you'll ensure the smooth and efficient operation of our internal systems, support our team in delivering exceptional client service, and contribute to our company's continued growth. If you thrive in a fast-paced environment, love variety, and have a knack for keeping things running like clockwork, we encourage you to apply!

You’ll work closely with our Managing Director, who combines visionary thinking with grounded leadership. Expect clear expectations, autonomy to get things done your way, a high bar for quality, and the support to grow in your strengths. You’ll be encouraged to bring your ideas forward, own your role, and take quiet pride in knowing your coordination helps amplify important work.

Key Responsibilities:

Administrative & Operational Coordination:

Maintain and optimize internal systems (Xero, Stripe, SharePoint, Trello).

Manage invoices, reconciliations, subscriptions, and supplier payments, ensuring timely and accurate processing.

Support client and vendor onboarding, including PO tracking and policy updates.

Coordinate logistics and resources for team and client programs (e.g., supplies, file management, travel)

Assist with Dropbox to SharePoint migration and ongoing digital tidiness.

Executive Assistant to the Managing Director

Communications Support:

Maintain and evolve branded templates, flyers, and newsletters using Canva.

Track marketing rhythms and ensure consistent messaging.

Project and Program Support:

Support delivery logistics for workshops and training.

Track project delivery metrics and support data reporting.

Contribute to client reporting, grant submissions, and workshop/event preparation.

Team and Client Support:

Monitor shared inboxes and coordinate follow-ups to nurture client relationships.

Support the Managing Director with scheduling, meeting preparation, and proposal development.

Assist with internal planning, team logistics, and growth initiatives.

Key Selection Criteria:

Essential:

Proven experience (3+ years) managing operations, administration, or projects.

Excellent organizational skills, attention to detail, and a passion for clarity.

Proficiency in Xero, and Microsoft Office suite.

Strong written and verbal communication skills.

Digitally fluent with cloud-based tools (e.g., Trello, SharePoint, Dropbox, Zoho).

Desirable:

Familiarity with learning management systems (e.g., Articulate, SCORM, LMS tools).

Experience in a purpose-led small business or consulting environment.

Willingness to support training events or client workshops (logistics or occasional facilitation).