Admin Assistant - Permanent Part time (20 hours a week)

HOBAN Recruitment • Part-time • Melbourne • 2d ago

This is a fantastic opportunity for a highly organised and detail-oriented individual to join a leading food industry company with a strong global presence. Based in the St Kilda head office, this part-time position offers flexibility while providing vital administrative and operational support to a growing and innovative team.

We are seeking an organised, proactive, and self-motivated professional to undertake a variety of tasks in administration, bookkeeping, logistics, coordination, and general office support. This role is ideal for individuals who enjoy a dynamic, multi-faceted position in a rapidly growing food industry business.

About our Client

Founded in 1950s, the company has become a renowned leader of its industry.
Operating in over 30 countries with an expanding presence internationally.
The Australian head office is situated in St Kilda, Melbourne, where the company is working to broaden its footprint through strategic partnerships with key retailers in the Australian market.

Key Responsibilities

Accurately enter purchase orders, supplier invoices, and credit notes using Xero accounting software
Reconcile financial documents (purchase orders, invoices, and credit notes) with sales reports and bank deposits
Collaborate with external finance consultants regarding payment processing and necessary adjustments
Prepare weekly stock reports and compile bi-monthly accounts payable summaries
Obtain and compare quotations from third-party logistics providers
Coordinate with event organisers and international suppliers regarding product samples and exhibition preparations
Manage the dispatch of product samples to customers and sales representatives
Oversee office supplies, ensuring timely ordering and inventory management
Liaise with 3PL partners to coordinate logistics and delivery operations
Maintain accurate data entry into the CRM system

Essential Skills & Experience

A minimum of 1-2 years' experience in administration or bookkeeping roles, preferably in the food or FMCG industry
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Excellent written and verbal communication skills
Exceptional attention to detail and organisational skills
Proven ability to manage multiple tasks and meet deadlines
Ability to work independently and with minimal supervision

Desirable (not essential):

Familiarity with Xero accounting software
Qualification in Bookkeeping or related qualifications

What We Offer

A flexible part-time role (20 hours per week) to suit your schedule
A supportive and collaborative team environment
Exposure to a highly recognised global brand within the food industry
Convenient office location in St Kilda, Melbourne
A varied and dynamic role with opportunities for career development

At HOBAN we encourage applications from people with disability, people from diverse cultural and linguistic backgrounds, people of all genders, LGBTI people, and Aboriginal and Torres Strait Islander people.

We provide reasonable adjustments; including alternate formats to the recruitment process for individuals with disability. If you require an adjustment to be made during the recruitment process, please email our Adjustments Coordinator at adjustments@hoban.com.au or visit hoban.com.au/adjustments for additional contact details.