Office Coordinator

The Company 

MDA National is a not-for-profit doctor's mutual, also known as an MDO (Medical Defense Organisation). We exist solely to protect our members at every stage of their career and promote good medical practice throughout Australia. We have been supporting medical practitioners to keep on practicing with confidence since 1925. Remaining true to our 'doctors for doctors' ethos, we are owned and governed by doctors, caring for the wellbeing and interests of doctors. 

We take pride in a workplace culture focused on people, collaborative relationships, and continuous improvement. With our commitment to personal growth and development, great leaders, and passion for excellent member service, we provide an environment which encourages you to be the best version of yourself.

The Role

The role is a Part-Time role working 20hrs – 22.5hrs a week. This role reports to the Executive Manager, Underwriting and Insurance Risk Services.

The main purpose of this role is to:

• Provide office management and administrative support for the day-to-day operations of the office & facilities.
• Provide administrative support to the Executive Managers in the Melbourne office.
• Provide project support as required to the Underwriting and certain other teams that are based in Melbourne office.
• Support Member Service with admin tasks as required but particularly over renewal period.

Key responsibilities of the role include:

• Assist with meeting management including agendas and minutes, booking facilities, restaurants etc
• Induction and introduction of new staff in the Melbourne office including support with laptop setup and use of meeting room video-conferencing equipment
• Manage the workspace booking system (Skedda)
• Order kitchen and office supplies, ensuring supplies are put away and the kitchen areas is clean and tidy
• Answering in-person enquiries, intercom management, incoming and outgoing mail and couriers, catering orders, management of meeting rooms.
• Manage 3rd party contracts including cleaning, plants and maintenance
• Organise office functions and celebrations
• Liaising with Building Management re management & equipment maintenance
• At renewal time, assist the Member Services team
• Management of invoices relating to the Melbourne office and entering into Workplace
• Coordinating credit card expenses for designated Managers
• Management of parking to ensure optimal utilisation of available spots

Competencies & Skills

• 2 years administration and/ or executive support experience including minute taking and record administration
• facilities management experience
• Very organised, methodical with high attention to detail
• Wide range of organisational skills including the ability to negotiate, coordinate and manage projects
• Ability to quickly process new information and willingness to learn
• Good Microsoft Suite skills including Word, Excel and PowerPoint
• Proactive & collaborative
• Strong verbal and interpersonal communication skills
• Ability to work autonomously and in a team

What's on offer?

• Attractive remuneration.
• Fantastic opportunity to join a well-established organisation with an outstanding team culture.
• Contemporary approach to staff development.
• Commitment to flexible working including a hybrid working environment.
• Melbourne CBD Office Location close to public transport.
• 24/7 access to Employee Assistance Program.
• HBF health insurance discount option.
• Generous health & wellbeing allowance in addition to salary package.
• Income protection insurance.
• 5 MDAN Additional Leave days per annum.
• Up to 10 weeks Paid Parental Leave.
• Opportunity to purchase 2 weeks additional leave per year.

How to Apply

Please click the 'Apply' button and upload a copy of your CV.

Please also endeavor to include a cover letter as we are interested in getting to know as much about you as we can via your application

For further information on MDA National's work, culture and values, please visit:

Our website:

Our social media:

To obtain a copy of the position description or to speak about this role in greater detail, please contact Nick Prest via email at