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Office Operations Coordinator
2 weeks ago
The role of Office/Practice Assistant is key to the effective operation of our office.
This is a hands-on position that requires someone who thrives in a dynamic, team-oriented environment and brings a continuous improvement mindset to daily operations.
This is a full-time, office-based role (not remote or hybrid) in Melbourne.
Responsibilities include:
- Providing front-of-house support including meeting and greeting clients, managing meeting rooms, preparing refreshments and maintaining presentation standards of meeting spaces.
- Maintaining general office presentation, including kitchen and communal staff areas.
- Managing couriers, incoming and outgoing mail, phone calls, and general inquiries.
- Liaising with building management and facilities.
- Managing office supplies and equipment, including stock control and budget adherence.
- Ensuring compliance with health and safety standards, acting as a point of contact for security and fire safety.
- Organising and coordinating client-facing and internal events, including venue booking, liaising with suppliers, and coordinating logistics.
- Providing administrative support to senior leadership and other administrative staff, including calendar management, travel arrangements and itineraries, timesheet coordination, and document preparation.
Requirements
- A minimum of 3–5 years' experience in an office administration role, ideally in a professional services environment.
- Skills in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint).
- A high level of attention to detail and commitment to quality.
- Strong written and verbal communication skills.
- Excellent organisational and time management skills, with the ability to manage competing priorities.
- Experience supporting billing processes, timesheet submission and month-end activities.
- Ability to work both independently and collaboratively as part of a small team.
- Professional, service-oriented approach with strong interpersonal skills.
