admin coordinator

Page Group Australia; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Page Group Australia is seeking an organised Admin Coordinator to support secretarial and business support operations in a permanent role. The position focuses on coordinating administrative tasks, maintaining records, and assisting with schedules, meetings, and travel for a professional services environment.

The successful candidate will have proven experience in administration or operations coordination across sectors such as construction, engineering, consulting, insurance, legal, or

Qualifications

• Proven experience in an administration, operations coordination, business support, or professional services support role.
• Experience within building and construction, engineering, consulting, insurance, legal, or government sectors, supporting technical and professional teams.
• Strong understanding of project-based workflows, operational processes, and stakeholder management within fast-paced environments.
• Demonstrated ability to coordinate multiple priorities, schedules, client requests, and consultant workflows while meeting deadlines.
• Advanced organisational and time management skills with exceptional attention to detail and accuracy.

Responsibilities

• Coordinate administrative tasks to ensure the seamless operation of the department.
• Provide comprehensive support to the team.
• Maintain accurate records and filing systems for easy access to information.
• Manage schedules, meetings, and travel arrangements as required.
• Draft and proofread documents, reports, and correspondence.
• Respond to internal and external queries promptly and professionally.
• Assist in the preparation of presentations and other business materials.
• Contribute to process improvements to enhance operational efficiency.

Skills

Administration

Operations coordination

Business support

Professional services support

Tools

Microsoft Office

CRM systems

Actionstep

FileMaker

Job description

We are seeking an organised and detail-oriented Admin Coordinator to support the smooth functioning of secretarial and business support operations. This permanent role offers an excellent opportunity to contribute to a thriving business services environment.

Our client is a well-established organisation in the business services industry. As a professional and collaborative workplace, they are committed to maintaining high standards of service and operational efficiency.

Description

• Coordinate administrative tasks to ensure the seamless operation of the department.
• Provide comprehensive support to the team.
• Maintain accurate records and filing systems for easy access to information.
• Manage schedules, meetings, and travel arrangements as required.
• Draft and proofread documents, reports, and correspondence.
• Respond to internal and external queries promptly and professionally.
• Assist in the preparation of presentations and other business materials.
• Contribute to process improvements to enhance operational efficiency.

Profile

A successful Administration Operations Coordinator will possess:

• Proven experience in an administration, operations coordination, business support, or professional services support role.
• Experience within the building and construction, engineering, consulting, insurance, legal, or government sectors, supporting technical and professional teams.
• Strong understanding of project-based workflows, operational processes, and stakeholder management within fast-paced environments.
• Demonstrated ability to coordinate multiple priorities, schedules, client requests, and consultant workflows while meeting deadlines.
• Advanced organisational and time management skills with exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office Suite and experience using CRM, workflow management, case management, or operational systems (e.g. Actionstep, FileMaker or similar platforms).
• Strong written and verbal communication skills, with the ability to liaise professionally with clients, consultants, insurers, solicitors, contractors, and other stakeholders.
• Experience preparing reports, maintaining records, managing documentation, and supporting governance and compliance requirements.
• A proactive, solutions-focused mindset with the ability to identify process improvements and contribute to operational efficiency.
• Ability to work autonomously while collaborating effectively within a national team environment.
• Experience handling confidential and sensitive information with professionalism and discretion.
• A positive attitude, strong customer service focus, and the ability to build trusted relationships across all levels of the business.

Highly desirable

Experience supporting Building Surveyors, Engineers, Architects, Project Managers, Investigators, Lawyers, or other technical consulting professionals.

Job Offer

• Permanent position in the business services industry.
• Opportunities to grow and develop your career within a supportive environment.
• Work in a professional and collaborative team setting.