Administrative Assistant

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Keywords Studios is seeking a reliable Office Administrator to support the Brisbane studio in a part time 19 hours per week onsite, working with the Office Integration Manager to run facilities, administrative processes, supplies and staff support while ensuring health, safety and security compliance. The role covers optimizing space for hybrid and flexible work, monitoring supplies and invoices, sourcing quotes and coordinating deliveries, organizing studio events and monthly lunches, handling correspondence and travel, and supporting onboarding and training. The ideal candidate has 3 plus years of administrative experience, a valid Australian drivers licence, strong vendor management and negotiation skills, excellent communication, and familiarity with Google Workspace; experience with small events and the games industry is a plus and OHS or First Aid training is desirable. To apply, tailor your resume to show your flexibility, cost control skills, event coordination and ability to collaborate with all levels of staff and external partners, provide concrete examples of vendor negotiations and onboarding, and highlight your willingness to attend the office as needed to support a fast paced creative environment.

Company Description

Keywords Studios is a global provider of creative and technical services to the video games industry, with over 13,000 professionals across 70+ studios in 25+ countries. We support clients across the entire game lifecycle through four core Service Lines:

• Create — Game development, art production, and audio
• Globalize — Localization, localization QA, functional testing
• Engage — Marketing, LiveOps, community, and player support
• Media & Entertainment

We're constantly working with some of the worlds largest Publishers and most popular AAA games. Here in Australia we have studios located in Adelaide, Brisbane and Melbourne and employ about two hundred of Australia's leading game professionals.

Job Description

We are looking for a reliable and flexible Office Administrator who will be responsible for supporting the efficient day-to-day operation of the Brisbane studio by managing office facilities, administrative processes, supplies, and staff support activities. This part-time role works closely with the Office Integration Manager to maintain a productive and welcoming workplace, coordinate events and office services and ensure compliance with health, safety, and security requirements. This role is based on 19 hours per week, with flexibility required as hours may vary depending on operational and business requirements. The position also provides general administrative support, including correspondence management, scheduling, travel coordination, inventory control, and assisting with employee onboarding and training.

Key Responsibilities:

Office Administration:

• Work with Office Integration Manager to optimise space utilisation and support hybrid/flexible work models.
• Monitor and track kitchen and office supplies,  process invoices, and manage expenditure efficiently.
• Source quotes, suppliers and arrange collection and deliveries of items as needed.
• Coordinate studio cultural and social events including fundraisers, staff anniversaries, and industry events in conjunction with Office Integration Manager.
• Coordinate monthly studio lunch events.
• Ensure maintenance, repairs, and upkeep of all studio office facilities, including coordinating with building management and external service providers.
• Ensure compliance with all relevant health, safety, and security regulations.

General Administration:

• Handling correspondence, scheduling, database management, and travel arrangements.
• Maintaining inventory and ordering office supplies.
• Assist with onboarding and training of staff.

Qualifications

• Proven experience (3+ years) in an administrative role
• Australian drivers licence
• Ability to work flexibly and attend the office as required to support operational, administrative, and team activities
• Strong vendor management and negotiation skills
• Excellent communication and interpersonal abilities, capable of collaborating effectively with all levels of staff and external partners
• Strong computer literacy and the ability to quickly learn new systems and software. Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive, and Meet) is desirable
• Experience coordinating small events
• Experience working within the Video Games Industry (desirable)
• OHS/First Aid Training (desirable)

Additional Information

PERSONAL DATA PROTECTION POLICY

Keywords Studios is strongly committed to protecting your personal information. By sending your CV/Resume, you are agreeing to our terms and conditions and consent to your data being managed and retained in accordance with our data privacy and retention policy https://www.keywordsstudios.com/en/applicant-privacy-notice/.