HR Assistant / Office Manager
We are a leading trading platform that is ambitiously expanding to the four corners of the globe. Our top-rated products have won prestigious industry awards for their cutting-edge technology and seamless client experience. We deliver only the best, so we are always in search of the best people to join our ever-growing talented team.
As the HR Assistant / Office Manager, you’ll be the backbone of our Melbourne hub, ensuring seamless day-to-day operations, supporting our leadership team, and fostering an engaging workplace culture. You’ll address pain points around administrative overhead, employee onboarding, and facility management, enabling our teams to focus on strategic priorities and driving Capital.com’s growth in the region.
Responsibilities
Meeting & Governance Support: Take minutes for Management and Compliance Committee meetings; assist in preparing agendas and follow-up action logs.
Executive Assistance: Support the CEO and Director with document signing, couriering to overseas offices, and ad-hoc administrative tasks.
Town Hall & Events Coordination: Administer quarterly Town Halls and monthly social events in partnership with the social committee, managing logistics, invitations, and post-event feedback.
HRIS & Employee Records: Maintain accurate, confidential employee data in our HRIS. Ensure all records (from contracts to warning letters) are up to date and compliant.
Employee Lifecycle Management: Coordinate end-to-end onboarding (compliance checks, inductions, IT/equipment setup) and offboarding (resignation acknowledgments, equipment return, access revocation).
Training & Development Administration: Schedule training sessions, track attendance, and maintain training records to support continuous learning initiatives.
Payroll & HR Projects Support: Liaise with HRBP and Finance to ensure a smooth transition to our new payroll provider and contribute to HR and operations manual development, including drafting OHS procedures.
Office Operations: Oversee mail collection, office groceries, supplies procurement, budget tracking, and expense reporting. Coordinate visitor access, deliveries, and office moves in partnership with facility management.
Vendor & Contractor Management: Serve as primary liaison for cleaners, tech support, building management, and merchandise providers. Verify invoices and forward to Finance; evaluate vendor performance and manage landlord and sublease tenant relations.
Record Keeping & Compliance: Maintain office licenses, legal certificates, and internal documentation. Archive forms and ensure emergency procedures are current.
Health & Safety: Work with our OHS consultant to enforce workplace health and safety policies, manage emergency drills and training, and leverage your First Aid certification.
Stakeholder Collaboration: Partner effectively with IT, Finance, and the Management team to resolve operational issues and drive continuous improvement.
Requirements
Functional Experience: Minimum 2 years in HR administration or office management within a fast-paced business environment, preferably in financial services or technology.
Operational Know-how: Proficient with HRIS platforms, Microsoft Office Suite, and comfortable coordinating complex logistics, meetings, events, vendor contracts, and facilities.
Communication & Interpersonal Skills: Exceptional written and verbal communication; able to liaise confidently with senior executives, external contractors, and cross-functional teams.
Organizational & Multitasking Ability: Proven track record of balancing competing priorities with precision and attention to detail, ensuring deadlines are met without compromising quality.
Proactive & Detail-Oriented: Self-starter who identifies process gaps and implements practical solutions; meticulous in record-keeping and compliance.
Team Collaboration & Adaptability: Collaborative mindset with a positive “can-do” attitude; thrives in dynamic environments and adapts quickly to evolving business needs.
What you will get in return:
Competitive Salary: We believe great work deserves great pay! Your skills and talents will be rewarded with a salary that makes you feel valued and motivated.
Work-Life Harmony: Join a company that genuinely cares about you—because your life outside of work matters just as much as your time on the clock.
Annual Performance Bonus: Your hard work doesn’t go unnoticed! Celebrate your achievements with a well-deserved annual bonus tied to your performance.
Generous Time Off: Need a breather? Our annual leave policy lets you recharge and enjoy life outside of work without a worry.
Employee Referral Program: Love working here? Share the love! Bring your talented friends on board and get rewarded for growing our awesome team.
Comprehensive Health & Pension Benefits: From medical insurance to pension plans, we’ve got your back. Plus, location-specific benefits and perks!
Workation Wonderland: Live your digital nomad dreams with 30 extra days to work remotely from anywhere in the world (some restrictions apply). Adventure awaits!
Volunteer Days: Make a difference! Take two additional paid days each year to support causes you care about and give back to the community.
Additional Information
Be a key player at the forefront of the digital assets movement, propelling your career to new heights! Join a dynamic and rapidly expanding company that values and rewards talent, initiative, and creativity. Work alongside one of the most brilliant teams in the industry.
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