Travel and Administration Coordinator

The Australian Maths Trust (AMT) is a purpose‑driven not‑for‑profit supporting young Australians to build skills, confidence and creative thinking for a changing world.  Join us as a staff member and be part of a collaborative community shaping the problem solvers of tomorrow.  

The AMT is seeking a skilled Travel and Administration Coordinator with a strong work ethic and attention to detail.  You’ll be the go-to concierge for our staff and volunteers, handling everything from coordinating travel to managing a range of administrative tasks and assisting with payroll.  You’ll truly run the gamut, ensuring every logistical detail is perfectly executed so our team can focus on their best work. 

This is a part-time opportunity (0.8 FTE), over 5 days, offered as a permanent role.  Ideal for an experienced administrator who enjoys variety, purpose-driven work, and flexibility.  The annual salary is $90,000 (full-time equivalent), plus super, paid on a pro rata basis.

Position Purpose  

The Travel and Administration Coordinator plays a key role in supporting the organisation’s people and operational functions. The role is primarily responsible for the travel and meeting logistics support for the AMT staff and board, problems, open competition & informatics committees, student camps and competition teams.

The role also provides administrative and executive support, supporting the organisation’s payroll and administrative processes.  

Travel Coordinator Principal Duties:

1. Provides an invaluable, concierge-style service by liaising with members of the AMT community, assisting with their travel arrangements, including flights, accommodation, ground transportation, venue bookings and meeting schedules as required.
2. Ensure efficient processes and accurate documentation are in place, making the travel experience a smooth one, while also maintaining compliance with AMT travel policies, procedures, relevant regulations and budgets.
3. Maintain travel documentation, including itineraries, emergency contact information and confirmations.
4. Liaise with preferred travel agencies or booking platforms to ensure cost-effective and reliable travel services.
5. Help maintain a centralised travel database and support the reconciliation and reporting of travel costs.
6. Support staff with travel-related issues or emergencies before, during or after their trip in a timely and professional manner.
7. Follow up on any feedback from community members, ensuring that any concerns have been raised with relevant areas and forwarding on positive feedback.

Administration (Payroll Support) Principal Duties:

This role supports the Senior Finance/Payroll Officer in processing the fortnightly pay runs.

Including but not limited to:

1. Process fortnightly pay run and superannuation in accordance with the AMT procedures.
2. Assisting with management of absentee/leave register.
3. Management of payroll system – onboarding/offboarding.
4. Creating reports from payroll system as required.
5. Maintaining personnel and payroll records.
6. Assisting with preparation and payment of payroll tax, workers compensation and PAYG.
7. Being informed and kept up to date by Senior Finance /Payroll Officer of any changes within the system, updated processes, policies and procedures.

Required Skills 

1. Demonstrated excellent interpersonal, oral and written communication skills, with an ability to interact effectively with stakeholders.
2. Proven effective administrative and office support skills, including the ability to be discreet, maintain confidentiality and discern sensitive issues.
3. Proven ability to participate as part of a team and work cooperatively with senior management, staff and peers (in multiple locations) in achieving organisational objectives.
4. Demonstrated organisation skills of a high order, including an ability to work under pressure and complete tasks within required timeframes, work independently and flexibly, be self-motivated, exercise initiative and high-level attention of detail.
5. Proven ability to utilise a range of computer programs to communicate and produce reports, correspondence and manage information.
6. Demonstrated sound Microsoft Office skills.

Competencies 

1. Excellent administrative skills
2. Excellent communication skills
3. Superior customer service skills
4. Payroll processing experience is advantageous
5. Initiative
6. Teamwork