Office Coordinator
1 week ago
Join our team as an Office Coordinator and play a key role in ensuring the smooth, efficient, and professional operation of our Brisbane branch. This full-time opportunity within our Training business offers a chance to support a dynamic environment and contribute to our success.
Responsibilities includes but are not limited too:
Ensure the office and training center are well-organized and run smoothly, including coordinating training room allocations, arranging catering, and stocking refreshments and amenities, ensure rooms are properly equipped and operational for conducting daily training courses. Coordinate and resolve office and training facility maintenance issues, escalating as necessary to ensure the facilities are always presentable, secure, and functional. Training Administration & Coordination – Oversee the coordination of training activities, including enrolling participants, managing reschedules, and processing confirmations and invoices. Courseware & Materials Management – Maintain and update training materials, conduct stock checks, handle weekly shipments, and ensure accurate material distribution to various locations. System Setup and Scheduling – Set up courses accurately in the iLearn system, manage public course schedules, and maintain trainer calendars to ensure optimal utilization. Handle customer enquiries, enrolments, and course changes – Respond to customer questions by phone, email, and in person at the front counter, providing advice, information, and assistance. Complete data entry in the iLearn System within 24 hours. Resolve issues and handle complaints – Act as an escalation point for customer concerns related to public scheduled courses, working to negotiate successful outcomes and follow up to ensure satisfaction. Support trainers on training days – Provide assistance as needed to ensure trainers have what they need, including answering questions, offering guidance, and addressing equipment or facility issues. Finance - Reconciliations of iLearn system with BOSS Oracle as required. Supply management - Ensure monthly stocktake and ordering of stationery & office supplies, among other tasks. Time Management : Strong time management and prioritization skills.
Qualifications
Customer Service and Communication : Excellent customer service skills, effective verbal and written communication, and professional manner. Administration and Financial Skills : working experice in an administration role, experience with accounts payable/receivable, order and invoice processing, and financial administration. Technical Proficiency : High computer proficiency, experience with Oracle Financials or similar ERP, MS Office Suite, and touch typing at 50+ WPM. Team and Time Management : Ability to lead small teams constructively, with strong time management and prioritization skills.
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