Office Administrator Team Assistant

Firmus Technologies

Firmus Technologies is a global leader pioneering the development and operation of efficient AI infrastructure across Asia Pacific.

Founded in Australia in 2019, our mission is to create the most efficient AI infrastructure by combining cutting-edge technology with a steadfast commitment to sustainability.

At Firmus, we are unique in our approach. We design, build, and operate a new class of digital infrastructure – the AI Factory. Through our model-to-grid technology approach, we have pushed the boundaries of multi-generational liquid cooling systems, energy management, AI software orchestration, and construction. For our customers, this approach allows us to make every watt count and deliver low-cost AI tokens globally.

Firmus AI Cloud

Our large-scale GPU cloud platform, Firmus AI Cloud, is purpose-built to deliver energy-efficient AI compute at scale to customers.

It empowers developers, enterprises, educational institutions, and government users to train and deploy AI models with unmatched efficiency and cost savings. With an ever-growing suite of services and applications, we are committed to delivering a cloud experience that is market-leading, proprietary, and built to scale.

Why Firmus?

As an NVIDIA Cloud and Engineering partner in Asia Pacific, you will gain skills, experience, and exposure across the AI industry and be part of shaping what this industry looks like for decades to come.

We are founder-led, not a big corporate. Decisions happen fast, our leaders are accessible, and there's minimum bureaucracy between you and the work. Ownership comes early. Whatever your role, you will have a direct line to outcomes, helping shape how the business grows as we scale nationally across a long-term, large-scale roadmap.

Work alongside founders and experts in AI infrastructure, energy systems and next-generation compute.

What we build here has impact beyond the business. Our AI Factories are designed to operate as assets to the energy grid to actively strengthen the communities and regions they operate in rather than drawing from them.

Considering applying? You don't need a perfect background to join our team. If you're driven and curious, there's a path for you. We back our people to grow into new domains and take on challenges beyond their previous experience.

Role Summary

We are looking for a highly organised Office Administrator & Team Assistant to support both office operations and senior leadership.

This hybrid role combines hands-on office management with high-level executive support, requiring someone who can manage multiple priorities, anticipate needs, and keep the business running smoothly behind the scenes.

You will be a key enabler of productivity, ensuring an efficient workplace while supporting executives in day-to-day operations and strategic coordination.

Key Responsibilities

Administrative Support

Provide proactive administrative support to C-suite executives, including travel arrangements, complex scheduling and calendar coordination, and related tasks

Process and reconcile expense reports (e.g. corporate credit cards) accurately and in a timely manner

Prepare materials, reports, and meeting summaries as required

Handle confidential documents and information with professionalism and discretion

Support internal communication and engagement initiatives as required

Assist with company events, all hands, and workshops where executive coordination is needed

Provide ad hoc project support to the leadership team and broader organisation

Office Operations & Facilities

Manage daily office operations to ensure a well-functioning, organised workplace

Welcome visitors to the office and ensure a professional front-of-house experience

Manage pantry supplies, consumables, and general office ordering

Liaise with cleaning crew and building management to ensure office upkeep and cleanliness

Support meeting room readiness and general office organisation

Coordinate onboarding logistics for new hires, including liaising with IT for equipment setup, seating arrangements, and access preparation

Skills & Experience

Required:

3+ years’ experience in executive support, office administration, or similar coordination roles, in a fast-paced or high-growth environment

Experience supporting senior leadership or executives

Proficiency in Microsoft Office 365, calendar management tools and collaboration platforms (e.g., Outlook, Office Suite, Slack)

Strong organisational and time management skills, with the ability to manage competing priorities

Excellent written and verbal communication skills in English

High degree of professionalism, discretion, and sound judgment in handling confidential matters

Key Competencies

Reliability & Accountability: Delivers tasks accurately, on time, and independently

Professional Discretion: Exercises sound judgment in handling sensitive information

Operational Efficiency: Keeps executive schedules and administrative processes running smoothly

Organisation & Attention to Detail: Maintains accuracy while managing multiple priorities

Adaptability: Thrives in a dynamic environment and adjusts to changing needs

Collaboration & Communication: Builds positive working relationships across teams

Success Metrics

Timely and accurate completion of executive administrative tasks (e.g., expenses, bookings)

Smooth calendar management and travel coordination for C-suite

Professional and well-maintained office environment

Seamless onboarding logistics coordination for new hires

Positive feedback from leadership and internal teams regarding responsiveness and reliability