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Operational Coordinator

2 weeks ago

Melbourne, Victoria, Australia beBeeSupport Full time $60,000 - $80,000

The Practice Assistant role plays a pivotal part in ensuring the seamless operation of an office environment.

This is a hands-on position suited to someone who thrives in a dynamic, team-oriented setting and brings a continuous improvement mindset to daily operations.

  • Provide front-of-house support including meeting and greeting clients, managing meeting rooms, preparing refreshments, and maintaining presentation standards of meeting spaces.
  • Maintain general office presentation, including kitchen and communal staff areas.
  • Manage couriers, incoming and outgoing mail, phone calls, and general inquiries.
  • Liaise with building management and facilities.
  • Manage office supplies and equipment, including stock control and budget adherence.
  • Ensure compliance with health and safety standards, acting as a point of contact for security and fire safety.
  • Organise and coordinate client-facing and internal events, including venue booking, liaising with suppliers, and coordinating logistics.
  • Provide administrative support to senior leadership and other administrative staff, including:
  • Calendar management
  • Travel arrangements and itineraries
  • Timesheet coordination (daily) and month-end activity support, and expenses
  • Prepare, format, and proofread documents, reports, and client presentations to a high standard
  • Contribute to the implementation of new technology and operational processes
  • Identify and suggest improvements to existing systems and ways of working
Key Responsibilities
  • Front-of-House Support: Provide exceptional customer service by greeting clients, managing meeting rooms, and maintaining presentation standards.
  • Office Operations: Maintain general office presentation, manage couriers and mail, and ensure compliance with health and safety standards.
  • Administrative Support: Provide calendar management, travel arrangements, timesheet coordination, and document preparation services.
Requirements
  • Excellent Communication Skills
  • Proactive Approach
  • Ability to Work Independently
  • Strong Organisational Skills