Office Co-Ordinator

Office Coordinator

Woodville, Adelaide| Full-Time | In-Office

About Us:

Araveco is an industrial services firm with a distinctive approach to building and accelerating business growth. Our portfolio encompasses companies that solve complex, hands-on challenges across our core investment sectors: Electrical & Mechanical Contracting, Specialist Facility Management, Government, Industrial, and Defence Services. We deliver sophisticated, industry-specific solutions that address the evolving needs of our diverse client base, driving sustainable value creation and operational excellence.

The Role:

The Shared Services Coordinator plays a critical role in ensuring the smooth operation of administrative activities across the Araveco group portfolio as defined in the Finance & Admin Service Catalogue. This role coordinates procurement, travel arrangements, office support functions, fleet management, basic IT support, and support to finance. Working within the shared services model, the position ensures efficient office operations while identifying opportunities for process improvement within their designated responsibilities.

Key Responsibilities:

1. Office Support & Facilities Management

• Manage office supplies and ensure timely ordering.

• Organise monthly staff meetings and office events.

• Coordinate office functions, lunches, and visitor escorts.

• Supervise office cleanliness and liaise with cleaning services.

• Provide basic IT support, including new user setup and equipment management.

• Maintain general office communications.

1. Employee Onboarding & Offboarding

• Arrange new uniforms and required equipment for onboarding staff.

• Allocate company vehicles and complete necessary documentation.

• Order and distribute work phones as needed.

• Co-ordinate and conduct office inductions for new starters.

• Arrange for the collection of uniforms and equipment from offboarding staff.

1. Fleet Management & Fuel Reconciliations

• Track and renew vehicle registrations.

• Schedule and monitor vehicle servicing based on mileage and due dates.

• Assign vehicles to staff and maintain related paperwork.

• Process servicing payments and maintain records.

• Review fuel transactions and ensure timely payment.

1. Travel Coordination

• Review and process travel requests, including flights, accommodation, and car hire.

• Research and present travel options for approval.

• Complete bookings and process payments.

• Distribute travel confirmations and itineraries.

1. Finance Support

• Complete bank reconciliations and follow-up on discrepancies.

• Process employee reimbursement claims.

• Processing of ECOC's when requested.

• Ad-hoc support as requested.

1. Process & Systems Improvement

• Document current processes & procedures and identify opportunities for standardisation

• Recommend and implement process improvements in administration processes.

• Train and guide other team members in assigned areas

• Support the implementation of system improvements.

1. General

• Providing excellent customer service – both internal and external.

• Keep technical knowledge up-to-date by attending relevant briefings and training.

• Execute other directives provided by the company, ensuring they are safe, reasonable, lawful, and within your skills and qualifications.

Required Skills:

• Microsoft Office basics (Outlook, Word, Excel)

• Knowledge of travel booking

• Understanding of fleet management

• Basic IT troubleshooting

Desirable, but not limited to

• Experience with Xero and Dext

• Knowledge of purchasing processes

• Demonstrated initiative and problem-solving capability.

Qualifications and Experience

• Prior experience in office coordination, administration, or related roles.

• Experience with finance or procurement processes is an advantage.

• Familiarity with travel coordination and fleet management.

Why Join Us?

• Collaborative and supportive team culture.

• Opportunities for growth and professional development.

• Be part of a company that values organization, creativity, and people.

How to Apply:

Apply online in the first instance and we look forward to hearing from you

Our organisation is committed to fostering diversity and inclusion. We encourage First Nations peoples to apply and will provide culturally safe support throughout the recruitment process.