Operations Administrator

About the role

Vistra is looking for a proactive Operations Administrator to join its new Sydney office. This hybrid position involves four days on‑site and one day remote, with mandatory attendance on Mondays for new‑starter onboarding and Thursdays for all‑staff meetings.

Key responsibilities

• Serve as the first point of contact for visitors and phone calls, representing the company professionally.
• Provide general administrative support to the Commercial Team, including drafting client proposals, engagement letters, and statements of work.
• Coordinate with internal and external stakeholders on various projects and initiatives.
• Manage the diary and travel arrangements for the Regional VP and Australian MD using the Egencia platform.
• Prepare presentation materials for internal monthly and quarterly meetings.
• Maintain accurate client contact data in the Xero Practice Manager CRM.
• Organise social committee events, HR initiatives, and onboarding logistics, including IT hardware setup.
• Handle day‑to‑day operations tasks such as mail, scanning, filing, phone management, courier bookings, kitchen supplies, and meeting‑room scheduling.
• Update and maintain the national Operations Manual.

Required profile

• Self‑starter who takes ownership and seeks process improvements.
• Strong stakeholder engagement and interpersonal abilities.
• Excellent multitasking, organisational, and planning skills.
• Comfortable collaborating across Sydney and Melbourne offices.

Required skills

• Proficiency with the Office365 suite.
• Experience using the Egencia travel booking platform.
• Familiarity with Xero Practice Manager (CRM).

What we offer

• Dynamic, supportive work environment within a global professional services firm.
• Hybrid work model with a collaborative team culture.
• Opportunities for professional growth and involvement in company‑wide initiatives.