Administration Officer (Part-time) (Melbourne)

The best administrative professionals don’t just keep things organised, they create the conditions for teams to perform at their best. In this part‑time admin role, you’ll become a trusted support partner to the Douglas Australia business, ensuring critical activities run smoothly across administration, compliance, operations, customer support, and executive coordination. You’ll sit at the centre of a highly collaborative environment, working closely with teams across Australia and New Zealand to keep communication flowing, priorities aligned, and day‑to‑day operations running seamlessly. From coordinating travel and events through to supporting Clopine Services and supply operations, your work will directly influence the efficiency and professionalism of the wider business. This role is ideal for someone looking for a part‑time opportunity (24 hours a week) and who thrives on variety, enjoys building structure in fast‑moving environments, and takes genuine pride in delivering high‑quality support that makes a visible difference. What You’ll Do
- Provide proactive administrative support to leaders and team members.
- Coordinate meetings, calendars, travel arrangements, conferences, webinars, and training sessions.
- Manage correspondence and ensure information flows accurately and efficiently.
- Process expenses and support approval workflows.
- Help keep day‑to‑day operations running smoothly through effective administration and coordination.
- Coordinate domestic and international travel for employees, visitors, and contractors.
- Maintain compliance documentation, corporate records, filing systems, and shared documentation platforms.
- Support governance requirements and liaise with internal and external stakeholders to ensure records remain current.
- Coordinate team events, training sessions, meetings, and social activities.
- Manage office supplies, supplier relationships, and telecommunications administration.
- Provide coordination and administrative support to the Clopine Services team.
- Assist with packing and distribution of patient support materials.
- Coordinate the production of training resources, presentations, and printed materials with external vendors.
- Support shared inbox management and assist with optimising communication workflows.
- Coordinate meetings and events across multiple regions.
- Support operational processes across supply chain and distribution activities.
- Coordinate with wholesalers regarding returned or damaged stock.
- Assist with inventory, sales, and operational reporting.
- Process purchase orders and maintain accurate operational documentation.
- Support audit preparation and maintain compliance‑related records. What You’ll Bring
- Around 5 years’ experience in administration, executive coordination, or business support roles.
- Experience supporting multiple teams or functions in a fast‑paced workplace.
- Strong organisational skills with the ability to manage competing priorities and deadlines.
- High attention to detail and a proactive approach to problem‑solving.
- Strong written and verbal communication skills.
- Professionalism, discretion, and confidence handling sensitive information.
- Relevant business or administrative qualification, or equivalent experience.
- Collaborative working style and the ability to build strong stakeholder relationships.
- Confidence working across operational, administrative, and coordination tasks.
- A continuous improvement mindset and willingness to identify smarter ways of working.
- The ability to stay calm, adaptable, and solutions‑focused in a dynamic environment.
- Award‑winning culture – Join a team that’s genuinely a great place to work (and we’ve got the awards to prove it).
- Career growth – We’re big on developing our people and promoting from within.
- Security matters – We’ve got you covered with Life/Death and Salary Continuance cover. About Us Founded in New Zealand, in 1967 by Sir Graeme Douglas, Douglas Pharmaceuticals has grown from humble beginnings into a healthcare success story. For decades, we’ve played a vital role in supporting patients across the world on their journey to better health. Having manufactured and supplied Clopine® into Australia for many years, we are excited to be re‑establishing ourselves with a physical presence here in Australia, fostering a much closer relationship and improved experience for our customers across the country. At Douglas, we’re more than just a company — we’re a passionate community of innovators, scientists, engineers, and professionals united by one purpose: working together to create high‑quality healthcare products that help people around the world. Come join us on this mission to improve lives and be part of something bigger! Job Details:
- Reference 17951
- Expertise Administration and Office Support, Contracts Administration, PA/EA, Receptionist, Marketing Assistant
- Job Level Entry, Graduate, Experienced
- Location Melbourne
- Work Type Permanent full‑time
- Application Closes 06 Jun :00 #J-18808-Ljbffr Apply on Kit Job: kitjobau.com/job/3rvf8j