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Business Operations Coordinator
2 months ago
We are seeking a highly organized and customer-focused individual to join our Business Services Team as a Business Operations Coordinator. This role will provide administrative support to our team, ensuring the smooth operation of our day-to-day activities.
Key Responsibilities- Reception and Administration: Greet and assist visitors, customers, and employees, ensuring a positive first impression. Assist with signing in and site inductions.
- Meeting Coordination: Process and manage meeting room bookings, manage calendars, and ensure availability and scheduling.
- Catering and Logistics: Handle catering requests for meetings and events, coordinating with vendors and ensuring timely delivery of services. Prepare catering areas and clean catering areas on completion.
- Meeting Room Setup: Arrange meeting room setups according to specific requirements, including layout, equipment, and supplies.
- Inventory Management: Regularly monitor stock levels of consumables such as stationery, hygiene supplies, and kitchen supplies.
- Mail and Courier Services: Receive, sort, and distribute incoming mail appropriately. Prepare, package, and dispatch outgoing mail, ensuring adherence to postal regulations. Arrange and coordinate courier services for parcels, including tracking and follow-up.
- Compliance and Process Adherence: Liaise with the Corporate Facilities & Workplace Supervisor to ensure tasks are completed in accordance with team Service Level Agreements (SLAs) and Key Performance Indicators (KPIs). Follow established processes and guidelines to meet organisational and team goals, ensuring compliance with company policies and standards.
- Communication and Support: Monitor, organize, and prioritize incoming emails to ensure timely responses. Collaborate with other teams to address enquiries from the community. Answer incoming calls from the community and address their enquiries or concerns in a courteous and efficient manner. Document call details and interactions accurately to maintain records.
- Facilities Management: Assist the Corporate Facilities & Workplace Supervisor with maintenance requests, staff locker management, facility inspections, and vendor management.
- Security and Access Control: ID Card Printing: Print and issue/dispatch ID cards for employees, contractors, and visitors as required, ensuring accuracy and compliance with security standards.
- Other Administrative Tasks: Perform ad hoc tasks as requested by the business, including printing, binding, and mail outs.
- Previous experience in reception, call centre operations, customer service, or administrative support is preferred.
- Strong customer service skills and stakeholder management.
- Exceptional interpersonal, written, and oral communication skills.
- Strong organisational and multitasking abilities.
- Proficiency with Microsoft Office suite of programs (Word, Excel, Outlook, SharePoint, PowerPoint) is preferred but not necessary.
- Ability to undertake manual handling tasks in a safe manner.
- Ability to work reliably and flexibly in a changing work environment.
- Proficiency with call centre operations, email management tools, mail processing systems, meeting coordination is preferred but not necessary.
- Experience in managing inventories and ordering supplies.
- An autonomous self-starter with a proactive approach to tasks.
- Professional appearance and demeanour.
- Ability to handle high-traffic environments with a positive attitude.
- Attention to detail and problem-solving skills.
- Ability to efficiently support various tasks and projects related to facilities management and security.
Aurizon is Australia's largest rail freight operator and a top 100 ASX company. We deliver more than 250 million tonnes of Australian commodities right across the country. We are crucial to the Australian economy, connecting miners, primary producers, and industry with international and domestic markets.
We are proud of our diverse, collaborative, creative, and high-performance culture. We celebrate the contribution of every employee and provide opportunities for career development in a dynamic, caring, and inclusive work environment.
