Provide administrative assistance and support to the Project AWARE Asia Pacific office as well as to Project AWARE’s global projects.

Your key duties will include general office support and tasks related to every day office operations, basic accounting, charity governance and supply chain. You will be responsible for running reports, record keeping, correspondence and reporting.

This is a full time role based in Frenchs Forest on Sydney's Northern Beaches. You will be working as part of both regional and global teams.

Key responsibilities

General Office Support

• Answer phones, general e-mail inquiries, manage mailings/shipments, assist with scheduling meetings, preparing agendas, taking meeting minutes, etc.
• In collaboration with the Global Operations Team and PADI AP Supply Chain, assist with tracking inventory, procurement of local suppliers and purchase of program supplies and merchandise.
• Support local Project AWARE community events.
• Assist in the coordination of organisational / internal events and meetings.
• Collaborate with virtual, cross-office, cross-functional teams to accomplish organisational objectives. Foster a culture of collaboration, connection, empowerment, authenticity and positive change - to build consensus and influence support for Project AWARE initiatives throughout the organisation.
• Coordinate day to day needs of the office and other duties as assigned by the Global Operations Manager.
• Assist with gathering documentation, organising information and preparing reports related to the charity’s non-profit status.

Accounting Support

• Work with Project AWARE Accounting Consultant (OneOC) to process and track incoming donations and invoices.
• Track credit card expenses and receipts.
• Process credit card transactions.
• Process and properly document wire transfers as needed.
• Liaise with local PADI accounting team in order to process donations and invoices.

Citizen Science Database Support

• Assist with the maintenance of Project AWARE’s Dive Against Debris online database, including the quality review process of online data submissions.
• Troubleshoot and resolve possible data inaccuracies.

Community Engagement Support

• Responsible for providing information regarding Project AWARE programs and initiatives to interested members of the community either by phone, e-mail or during local events.
• Foster the recruitment and retention of community support for Project AWARE’s programs and initiatives across the region

Development (Fundraising) Support

• Support administrative and donor stewardship processes for fundraising programs including but not limited to donor letters, certificates, receipts, and invoices.
• Support the cultivation of new and existing donor relationships and partnerships with dive centres, corporations, peer to peer, major donors and foundations to expand and secure revenue streams.
• Build and foster relationships with PADI as the charity’s largest corporate partner - ensuring effective communication, engagement and partnership with PADI staff

Key selection criteria

EDUCATION and/or EXPERIENCE

• Secondary education qualification such as Higher School Certificate (HSC) or equivalent is essential and Tertiary qualifications (Diploma or Associate Degree) are preferred.
• Minimum two or more years related experience, preferably office experience in a support or administrative capacity.

PROFESSIONAL SKILLS

• Excellent grammar & spelling
• Must have substantial computer experience including word processing, spreadsheets and presentation software, as well as information databases and donor databases
• Must have experience with Microsoft Office programs, Google Docs/Sheets, Adobe & Internet
• Experience with BaseCamp and CRM databases a plus
• Ability to read, analyse and interpret business and professional documents
• Ability to write routine business correspondence
• Excellent customer service orientation and professional phone skills

PERSONAL SKILLS

• Strong administrative and organisational skills
• Ability to effectively present information in one-on-one and small group situations
• Ability to apply common sense understanding to carry out instructions furnished in written or oral form
• Ability to deal with problems involving several concrete variables in standardised situations
• Works well with co-workers
• The ability to understand and follow work rules and procedures
• Ability to prioritise work and follow directions from supervisor
• Professional attitude and phone manner