About Us

Supreme Incursions has been bringing learning to life for students across Victoria for over 17 years through engaging, hands on educational experiences. We're a team of passionate educators delivering more than 14 unique school incursions and 10+ holiday programs, as well as professional development, billy cart kit sales, and headphone hire.

Our reputation is built on high-quality programs, genuine relationships, and exceptional service. We're small, fun, and friendly—but always focused and fast-paced.

🔗 Learn more at www.supremeincursions.com.au

The Role

We're looking for an experienced and proactive Administration Officer to become the heartbeat of our office.

You'll be the first point of contact for schools and educators—answering calls, managing a busy inbox, booking incursions, coordinating details, and ensuring every customer feels supported. The volume and pace demand a calm, detail-oriented professional who thrives in a dynamic environment.

You'll juggle emails, calls, and bookings, while making sure nothing falls through the cracks. This role is essential to the success of our programs and the experience we provide to schools and students.

This is a full-time role, Monday to Friday, 8:15am–4:15pm. You'll typically work alongside 1–3 team members in the office, though at times you may be working independently if team members are out at schools. After completing a comprehensive training period, it's essential that you feel confident working solo, staying proactive, organised, and self-sufficient. Support is always just a phone call away if questions arise.

What You'll Be Doing

Managing phone and email enquiries with care, accuracy, and professionalism.

Guiding schools through our program options, matching their needs with curriculum-aligned experiences.

Booking and scheduling incursions, tracking key information like student numbers, school spaces and timetables.

Entering and updating bookings using our system (Bookeo – training provided).

Communicating with our teaching team to ensure all booking details are clear and complete.

Raising invoices, purchase orders, and managing accounts payable using Xero.

Coordinating freight deliveries and equipment drop-offs.

Building and refining admin systems, manuals, and documentation.

Keeping Google Drive files up to date and organised.

Supporting the broader team by flagging issues and offering solutions.

What We're Looking For

-Minimum 5 years in an administration role (essential)
-Experience in a fast-paced admin environment—confident juggling calls, emails, and tasks without losing track
-Excellent verbal and written communication
-High attention to detail with strong time management
-Ability to multitask under pressure and follow through on every detail
-Confidence with Microsoft Office (especially Excel), Gmail, and Google Drive
-Experience with Xero for invoicing and accounts
-Able to follow and refine internal systems
-Positive attitude and professional approach
-A true team player with a willingness to take direction and get involved

Candidates must have Australian work authorisation.

Bonus Points For

⭐ Background in education, teaching, or school-based administration
⭐ Experience managing a small office or team
⭐ Strong proficiency in Excel and accounting systems
⭐ Hands-on experience with end-to-end invoice processing and account reconciliation
⭐ Experience using booking systems (e.g. Bookeo) and CRM platforms (e.g. HubSpot)

Why Join Us?

Friendly, tight-knit team that loves what we do

Work that's meaningful—supporting programs that genuinely engage students

5 weeks of full-time, structured training, followed by ongoing team support

Optional: Speak to our outgoing team member during the recruitment process to get a real feel for the role and team

Start Date

Around Monday 10th November

How to Apply

Click Apply Now and submit your CV plus a short cover letter explaining why you're the right fit for this role.

We look forward to hearing from you!

Learn more about us 🔗 at www.supremeincursions.com.au