Business Services Assistant

Role purpose

The Business Services Assistant supports managers and teams across the head office with administration, record-keeping, meeting coordination and general business support. The role is the practical backbone of the office — handling routine work accurately and on time so others can focus on their priorities.

Routine duties

• Prepare, format and proofread internal documents, memos and correspondence using approved templates.
• Set up meetings: book rooms, send agendas, take minutes and circulate action items afterwards.
• Maintain shared filing — naming, saving and archiving records using the agreed conventions.
• Handle incoming enquiries by phone, email and at reception, and direct them to the right person.
• Order and track office stationery and supplies, keeping within the monthly budget.
• Update registers, spreadsheets and contact lists, and flag anything that looks incorrect.
• Support end-of-month work such as collating reports and chasing outstanding information.

Limits of authority

• May place routine stationery and supply orders up to $150 per order; anything above needs Team Leader approval.
• Cannot approve leave, expenses or purchases for other employees.
• Cannot commit Nexus Group to external suppliers or sign agreements.
• Does not release customer or staff personal information without checking with a supervisor.

Approval requirements

• Stationery orders over $150 — Operations Support Team Leader.
• Anything customer-facing — reviewed by the Team Leader before it is sent.
• New supplier or one-off purchase — Operations Manager.

Escalation triggers

• A request you are not authorised to action, or that is outside your normal duties.
• Conflicting instructions or competing deadlines you cannot meet.
• A complaint, privacy concern or anything involving customer or staff personal information.
• A system outage or missing access that stops work.

Expected workplace behaviours

• Accurate and reliable — checks work before it goes out.
• Organised — keeps records tidy and deadlines visible.
• Communicates early when something will be late or unclear.
• Respects confidentiality and follows the Code of Conduct.