Job Description The Admin & Operations Associate provides a range of services to internal stakeholders in the field of events’ organization, finance support, contract management, and general office administration. Key Responsibilities: Internal event and external sponsorship organization and management, inc. support to the customer facing team: Plan and execute internal team meetings and external customer facing events, end to end. Negotiate with vendors and suppliers to obtain the best possible rates. Draft and finalize the Agreements using approved templates. Coordinate the approval of sponsorships. Organise and manage travel requirements, including flights and accommodation. Monitor actual spend vs. budget, organize POs and process invoices. Prepare post-event reporting, including transfer-of-value reports. Finance and accounting support: Create purchase orders (POs) and obtain approvals. Support debt collections for SAS products and HCL in NZ. Process incoming invoices, verifying coding, reconciling the invoices and accounts. Manage credit card expense claims (via the ZoHo application, and bank platform), disseminate the statements, and follow up with liquidation process. Support account receivable and accounts payable; work with external finance providers to manage invoices and expense payments including reconciliation of accounts. Manage payments to TGA and the Department of Health. General office administration: Ensure asset management and general operations, including purchasing IT equipment, office supplies and maintaining proper stock levels. Monitor the SobiAustralia@sobi.com and Sobi_ANZ_AP@sobi.com shared inboxes. Coordinate travel bookings (domestic and international), including flights, hotels, and car rental. Support the roll-out of new policies and SOPs by providing training. Assist new staff during their on-boarding.
