Office Associate

Office Associate | Gold Coast QLD | Full-Time

This is an exciting opportunity for an ambitious, personable and motivated individual ready to take the next step in their career with one of the Gold Coast’s most recognised, highly awarded and talked-about recruitment agencies.

Whitefox Recruitment is a fiercely independent and, at times, controversial recruitment and executive search firm. Established in 2019 and independently ranked the Gold Coast’s Best Recruitment Agency for 2026, we have built a reputation for challenging convention, embracing individuality and doing things differently. Led by our high-profile Founder and Managing Director, Luke Hemmings, who regularly attracts local and national media attention and has amassed a social media following exceeding 17,000, our business operates at the intersection of recruitment, entrepreneurship, media and personal branding. With an expanding presence across South East Queensland and Northern New South Wales, we are preparing to open our brand-new Gold Coast corporate headquarters in January 2027.

This is not your traditional reception or administration position. Working directly alongside our Founder and Managing Director, you’ll become an integral part of our daily operations, supporting client services, recruitment coordination, corporate administration and the overall experience we deliver to our clients, candidates and business partners. You’ll also gain firsthand exposure to a high-profile business, including corporate engagements, marketing initiatives, media-related activities and the day-to-day demands of supporting an entrepreneur whose professional commitments extend beyond the traditional recruitment environment.

The successful candidate does not need previous recruitment or corporate experience. You might currently work in construction, trades, hospitality, luxury retail, real estate, customer service or an entirely different industry. Perhaps you’re a qualified tradesperson ready to step away from the tools, a hospitality professional looking for a new direction, someone returning to the workforce or an individual who has never considered working in a corporate environment. At Whitefox Recruitment, we believe exceptional people come from all walks of life, and we are far more interested in your character, attitude, ambition and potential than the job titles appearing on your résumé.

You’ll take responsibility for office administration, client and candidate communications, interview coordination, recruitment support, document preparation, meeting arrangements and maintaining the professional standards expected of an award-winning recruitment business. You’ll be one of the first points of contact for the people we work with, representing Whitefox Recruitment with professionalism, confidence and genuine warmth while supporting a business that continues to attract industry recognition, public attention and new opportunities.

If you’re ambitious, naturally organised, confident communicating with people and excited by the prospect of working alongside a high-profile entrepreneur within a growing business that isn’t afraid to stand out, this could be the opportunity for you. We believe everyone has a story worth hearing, and sometimes all someone needs is an opportunity to prove what they’re capable of.

KEY RESPONSIBILITIES

• Provide day-to-day administrative and operational support across Whitefox Recruitment

• Work directly alongside the Founder and Managing Director to support business operations and priorities

• Act as the first point of contact for clients, candidates, visitors and business partners

• Manage incoming telephone calls, emails, correspondence and general business enquiries

• Welcome clients and visitors while delivering an exceptional corporate experience

• Coordinate candidate interviews, client meetings and internal appointments

• Assist with diary management, scheduling, meeting arrangements and confirmations

• Support recruitment consultants with candidate registrations, documentation and administrative requirements

• Maintain accurate candidate and client information within our recruitment management systems

• Prepare professional correspondence, reports, presentations and recruitment documentation

• Assist with the preparation, publication and management of job advertisements

• Coordinate candidate communications, interview confirmations and follow-up correspondence

• Support candidate onboarding, reference checking and compliance administration

• Assist with client relationship management and general account coordination

• Maintain organised electronic records, databases and confidential business information

• Coordinate meeting room bookings and ensure all client-facing areas are professionally presented

• Manage office supplies, stationery, equipment and general workplace requirements

• Liaise professionally with suppliers, contractors and external service providers

• Assist with invoicing, accounts administration and general financial correspondence

• Support the coordination of corporate events, networking functions and client engagements

• Assist with marketing initiatives, social media activities, content production and recruitment campaigns

• Provide administrative coordination for media-related enquiries, engagements and business activities where required

• Assist with the organisation of meetings, appointments and engagements involving the Founder and Managing Director

• Maintain exceptional presentation, cleanliness and operational standards throughout the office

• Identify opportunities to improve administrative processes, efficiency and client experience

• Handle confidential candidate, client and business information with professionalism and discretion

• Contribute positively to the wider team and support operational priorities as the business continues to grow

• Take genuine ownership of your responsibilities and represent Whitefox Recruitment with professionalism and pride

ABOUT YOU

• Previous experience in administration, reception, customer service, hospitality, retail, real estate, trades, construction or professional services will be welcomed

• No previous recruitment industry or corporate office experience required

• Applicants from all professional backgrounds and walks of life are strongly encouraged to apply

• Confident communicating with people from a diverse range of industries and backgrounds

• Strong interpersonal skills with a friendly, approachable and engaging personality

• Professional presentation and a genuine commitment to representing the business positively

• Excellent written and verbal communication skills

• Confident answering telephone calls, responding to enquiries and engaging with clients and candidates

• Highly organised with excellent attention to detail

• Able to manage competing priorities in a busy and evolving business environment

• Comfortable using computers, email and general business applications, or willing to develop these skills

• Willingness to learn recruitment management systems, administrative processes and new technology

• Reliable, punctual, accountable and committed to maintaining professional standards

• Proactive approach to problem-solving and comfortable taking initiative

• Strong work ethic and willingness to contribute beyond your immediate responsibilities

• Able to work independently while contributing positively to a small, collaborative team

• Comfortable communicating with business owners, senior executives, media representatives and external stakeholders

• Discreet and trustworthy when handling confidential business and personal information

• Adaptable, resilient and comfortable working within a high-profile business that regularly attracts public attention

• Confident supporting a Founder and Managing Director with a demanding and varied professional schedule

• Genuine interest in recruitment, business operations, client services, entrepreneurship or corporate administration

• An interest in marketing, social media, media production or personal branding will be highly regarded

• Ambitious, motivated and interested in developing a long-term professional career

• Positive attitude, willingness to learn and enthusiasm for embracing new challenges

• You might be a qualified tradesperson looking for a change, a hospitality professional ready for more conventional working hours, a retail employee seeking career progression or someone who has never considered working in recruitment before

• We are not necessarily searching for the person with the most impressive résumé, the highest qualifications or the most corporate experience

• We are searching for someone with the right attitude, genuine ambition, strong people skills and a willingness to learn

• You understand that your background does not define your potential, and that what you do next matters far more than where you have been

WHAT’S ON OFFER

• Competitive base salary

• Full-time, permanent position

• Gold Coast, Queensland location

• Commencement on Monday, 4 January 2027

• Brand-new Gold Coast corporate headquarters opening in January 2027

• Join the Gold Coast’s independently ranked Best Recruitment Agency for 2026

• Become part of a highly awarded, independently owned recruitment and executive search firm

• Work directly alongside high-profile Founder and Managing Director Luke Hemmings

• Gain firsthand exposure to an entrepreneur with a social media following exceeding 17,000

• Join a business that regularly attracts local and national media attention

• Experience the intersection of recruitment, entrepreneurship, media, marketing and personal branding

• Opportunity to support corporate engagements, media-related activities and business initiatives

• Join a business established in 2019 with ambitious plans for continued growth and expansion

• An exciting opportunity to transition into the corporate and professional services sector

• Comprehensive training, mentoring and ongoing professional development

• No previous recruitment industry or corporate office experience required

• Exposure to senior executives, business owners and professionals across multiple industries

• Contemporary, professional and collaborative corporate office environment

• Opportunity to develop valuable skills across administration, recruitment, client services and business operations

• Exposure to corporate events, networking opportunities, marketing initiatives and business engagements

• Genuine opportunities for long-term career progression as the business continues to expand

• Become part of an ambitious organisation growing across South East Queensland and Northern New South Wales

• Varied and engaging responsibilities within a fast-paced and evolving business

• Work within a close-knit team where your contribution is recognised and your ideas are welcomed

• Direct exposure to the operations and strategic development of an independently owned business

• Join a highly visible, fiercely independent and occasionally controversial business that isn’t afraid to challenge convention

• Supportive working environment with clear expectations, professional standards and genuine opportunities to learn

• A role suited to someone who values individuality, embraces opportunity and wants to build a career they can be proud of

At Whitefox Recruitment, we don’t pretend to be everyone’s cup of tea. We’re a business with personality, ambition and a willingness to do things differently. We’ve attracted recognition, national media attention and, occasionally, controversy along the way. But through it all, our belief in the value of people and the importance of opportunity has remained unchanged.

We understand that careers aren’t always linear, opportunities aren’t always equal and some of the most exceptional individuals come from the most unexpected backgrounds. Whether you’ve spent your career working with your hands, serving customers, running a business, studying or simply trying to find your place professionally, we believe your experiences have value.

We’re interested in where you’ve been, but we’re far more interested in where you want to go.

Please note: this is a full-time, permanent, office-based position located on the Gold Coast. The successful applicant must be available to commence employment on Monday, 4 January 2027, working standard business hours.

APPLY NOW

Whether you’re coming from a construction site, a hospitality venue, a retail store, a corporate office or somewhere entirely different, we want to hear your story.

Apply now or contact Luke Hemmings on 07 5619 7075.

Different backgrounds. Different stories. Unlimited potential.

Everyone has a story worth hearing. We’d love to hear yours.