Office Coordinator

Overview

Our client is a prestigious global investment management firm, seeking a highly organised and professional Office Coordinator to join their Sydney CBD team. This role is ideal for someone who thrives on variety, enjoys being the go-to person in the office and can juggle multiple priorities. You’ll be the central support across facilities, administration, and team coordination, ensuring a seamless day-to-day office experience. While this role involves meeting and greeting visitors, it will not be based at the reception desk but sat with the rest of the team. You will be working alongside a highly experienced EA/Office Manager, who will mentor and invest in your career growth. This role would be ideal for a Receptionist, Office Assistant or Team Assistant looking to elevate their career in a high-performing and collaborative environment.

As the Office Coordinator, you will be the first point of contact for staff, visitors, and service providers, making sure the office environment is welcoming, well-maintained, and functional. You’ll manage meeting rooms, office supplies, and internal communications while providing hands-on support to the wider team.

Key Responsibilities

- Office & Facilities Management – Oversee office operations—supplies and equipment; act as the main contact for building management, security providers, and tradespeople; maintain kitchen areas and shared spaces to a high standard; coordinate incoming/outgoing mail and couriers.
- Reception & Guest Services – Welcome visitors, manage security access, answer incoming calls, and provide hospitality for meetings including catering, refreshments, and room setup.
- Meeting & Calendar Support – Manage internal and external meeting room bookings, ensure rooms are presentation-ready, and provide basic tech support and troubleshooting during meetings.
- Administrative & Team Assistance – Deliver day-to-day admin support such as preparing documents, printing, binding, and updating shared records and databases; assist with staff onboarding including welcome packs and Health & Safety inductions.
- Health, Safety & Compliance – Act as Fire Warden, manage evacuation procedures, and ensure Health & Safety standards are upheld across the office.
- Events & Coordination – Organise logistics for board meetings, team gatherings, and internal events; book venues, arrange catering, and manage RSVPs to ensure smooth execution.
- Ad Hoc Support – Assist the Office Manager and wider team with projects and initiatives as needed, taking ownership of tasks and ensuring deadlines are met.

What we’re looking for

- Previous experience in an office support or coordinator role
- Strong organisational skills and ability to juggle multiple priorities
- Confident communication and interpersonal skills
- Proficiency in Microsoft Office Suite
- A proactive, detail-oriented, and solutions-focused attitude
- Willingness to be office-based five days a week

This is a fantastic opportunity for a professional who enjoys variety, ownership, and being at the heart of a collaborative team environment.

Aboriginal and Torres Strait Islander Peoples are encouraged to apply.

To apply please click apply or call Ksenia Varaksina on 02 8289 3213 for a confidential discussion.

About the job

- Contract Type: Permanent
- Specialism: Secretarial & Business Support
- Focus: Office Manager
- Industry: Admin and Secretarial
- Salary: AUD80,000 - AUD85,000 per annum + super + bonus
- Workplace Type: On-site
- Experience Level: Entry Level
- Location: Sydney CBD

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