Systems & Workplace Operations Specialist I

JOB SUMMARY

Highly organised and detail-driven Systems & Workplace Operations Specialist I to primarily support the Workplace team, provide day-to-day administrative and workflow support to the Senior Tech Specialist, and offer limited administrative assistance to Procurement. This role is focused on keeping operational workflows running smoothly through accurate data entry, ticket and request coordination, documentation maintenance, and system and asset administration. The position supports internal tools, onboarding/offboarding processes and vendor workflows, ensuring records, approvals and operational data are consistently up to date.

 ESSENTIAL JOB FUNCTIONS

Tech Operations Support (Primary)

• Provide first-line support for basic access and device requests, escalating technical issues to the Senior Tech Ops Specialist as required.
• Support internal tools and workflows (Slack ticketing, Google Workspace / Microsoft 365 and Okta) from an administrative and coordination perspective.
• Manage user administration tasks such as onboarding/offboarding requests, access changes and account updates.
• Assist with laptop and device setup coordination, distribution and returns, and maintain MDM and asset records.
• Maintain hardware and software inventory data and ensure accurate tracking of company assets.
• Support the maintenance of IT documentation, guides and internal knowledge base content.

Workplace Operations

• Act as an additional point of contact for Workplace requests via Slack workflows and ticket queues.
• Maintain workplace systems, access tools, inventory trackers and asset management logs.
• Support onboarding and offboarding for workplace equipment, access and facilities-related tools.
• Maintain accurate records, requests and approvals within workplace workflows and tools.

General Administrative Support

• Create, update and maintain documentation, process guides, dashboards and trackers.
• Perform high-volume and high-accuracy data entry across Workplace, Tech workflows (support/cover).
• Responsible for accurate data entry and user access management within the organisation’s Vendor Management platform, ensuring data integrity, completeness and ongoing system governance.
• Support scheduling, coordination of requests and internal communications.
• Assist with ad-hoc procurement, operational and improvement projects as required.

EDUCATION AND EXPERIENCE

• 2+ years of administrative or operations experience, ideally supporting multiple functions.
• Tech oriented university degree is an advantage 
• Strong organizational and multitasking skills with excellent attention to detail.
• Must have first-line IT Support experience
• Comfortable using tools like Google Workspace (Admin, Docs, Sheets, Slides), Slack, Notion and project management tools 
• Familiarity with SSO tools like Okta or similar
• Familiarity with MDM tools like JAMF or Kandji and wider asset management
• Familiarity with procurement or finance systems (e.g., NetSuite, or Gatekeeper) is a plus.
• Excellent communication and interpersonal skills.
• Ability to work independently and handle sensitive information with discretion.
• Ability to mitigate unforeseen problems creatively and effectively
• Prioritization and project management skills
• Very well-structured working style
• A positive attitude and the ability to work in a high-paced environment. 
• Comfortable working within tight timelines, and the ability to be flexible.
• Must enjoy learning new things.
• Comfortable working cross-functionally, collaborating effectively with internal stakeholders across departments.