Administration & Business Support Coordinator at Executive Personal Concierge

Executive Personal Concierge; City of Melbourne; On-site; AUD 52,000 - 62,000; Full time

Benefits offered by this job

Casual position initially

Flexible hours by agreement

Office-based in Camberwell, VIC

Opportunities for increased hours

Career progression to Office Managment

On-the-job training

Close involvement with Directors

Supportive work environment

Growth opportunities in Melbourne

Job summary

Executive Personal Concierge is seeking a capable, organised and proactive person to join our Melbourne team in a full-time, on-site role based at Camberwell, VIC. You will support Directors with day-to-day administration, client coordination and office systems, gradually taking greater ownership as you learn the business.

Ideal candidates are highly organised, proactive, with excellent attention to detail and strong communication skills.

Qualifications

• Is highly organised and dependable.
• Is proactive and confident using initiative.
• Has excellent attention to detail.
• Is warm, friendly and professional.
• Enjoys helping people.
• Takes ownership and follows things through.
• Can confidently manage multiple priorities.
• Is comfortable taking responsibility.
• Works well independently and as part of a small team.
• Has excellent written and verbal communication skills.
• Is confident communicating with clients of all ages.
• Is caring, patient and respectful when assisting our senior clients.
• Maintains confidentiality and professionalism.
• Is confident using technology and learning new systems.

Responsibilities

• Managing emails, incoming calls and correspondence.
• Organising diaries, appointments and schedules.
• Coordinating client services and requests.
• Following up clients, staff, suppliers and service providers.
• Assisting with staff scheduling and coordination.
• Preparing letters, reports and business documents.
• Maintaining client records and databases.
• General office administration and filing.
• Assisting with invoicing and administrative processes.
• Researching products, services and information for clients.
• Following up new client enquiries.
• Assisting with new client onboarding.
• Assisting with social media, newsletters and marketing.
• Helping develop and improve office systems and procedures.
• Keeping track of outstanding tasks and ensuring things are followed through.
• Providing PA and administrative support to the Directors.
• Helping identify opportunities to improve and grow the business.
• Occasionally running local errands for clients.
• Collecting or delivering items to clients when required.
• Assisting with other practical client requests from time to time.

Skills

Highly organised

Proactive

Attention to detail

Excellent communication

Multiple priorities

Tech proficient

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Canva

Social media tools

Marketing software

Job description

This Full time on site position offers great opportunities for career growth.

About Executive Personal Concierge

Executive Personal Concierge is a growing Melbourne-based business providing personalised concierge, administration and lifestyle support services to seniors, families, busy professionals and businesses. We pride ourselves on providing exceptional service with professionalism, reliability and genuine care. As our business continues to grow, we are looking for a capable, organised and proactive person to join our team and grow with us. This is much more than a traditional administration position. We are looking for someone who wants to learn our business, help us develop better systems, take ownership of responsibilities and, over time, help create and grow their own role within Executive Personal Concierge. For the right person, there is genuine opportunity for this position to develop into an Office Management / Business Operations role.

About the Role

Working primarily from our Camberwell office, you will work closely with the Directors and assist with the day-to-day administration, organisation and coordination of the business. Initially, you will learn how our business operates, get to know our clients and team and assist us with keeping everything organised and moving. As your knowledge and confidence grow, we would like you to gradually take greater ownership and responsibility for the day-to-day running of the office. We want someone who can see what needs to be done, use initiative, follow things through and help us continually improve the way we operate.

Your responsibilities may include:

• Managing emails, incoming calls and correspondence
• Organising diaries, appointments and schedules
• Coordinating client services and requests
• Following up clients, staff, suppliers and service providers
• Assisting with staff scheduling and coordination
• Preparing letters, reports and business documents
• Maintaining client records and databases
• General office administration and filing
• Assisting with invoicing and administrative processes
• Researching products, services and information for clients
• Following up new client enquiries
• Assisting with new client onboarding
• Assisting with social media, newsletters and marketing
• Helping develop and improve office systems and procedures
• Keeping track of outstanding tasks and ensuring things are followed through
• Providing PA and administrative support to the Directors
• Helping identify opportunities to improve and grow the business
• Occasionally running local errands for clients
• Collecting or delivering items to clients when required
• Assisting with other practical client requests from time to time

We would like the successful person to gradually take greater responsibility for areas such as:

• Day to day office coordination
• Client service administration
• Staff scheduling and communication
• Following up outstanding work
• Developing and maintaining office systems
• Establishing procedures as the business grows
• Coordinating priorities across the business
• Supporting the Directors with business operations
• Helping ensure our high standard of client service is maintained
• Taking greater responsibility for the smooth day-to-day running of the office

About You

• Is highly organised and dependable
• Is proactive and confident using initiative
• Has excellent attention to detail
• Is warm, friendly and professional
• Enjoys helping people
• Takes ownership and follows things through
• Can confidently manage multiple priorities
• Is comfortable taking responsibility
• Works well independently and as part of a small team
• Has excellent written and verbal communication skills
• Is confident communicating with clients of all ages
• Is caring, patient and respectful when assisting our senior clients
• Maintains confidentiality and professionalism
• Is confident using technology and learning new systems
• Is comfortable working closely with the Directors of a growing business
• Wants to contribute ideas and help improve the way things are done

Experience with Microsoft Outlook, Word and Excel is important. Experience with Canva, social media, newsletters, marketing or small business administration would be an advantage but is not essential.

Essential Driver Licence Requirement

A full, current Australian Driver Licence is essential for this position.

Applicants without a full Australian Driver Licence will not be considered.

Essential Work Rights

Applicants must have the right to work in Australia.

What We Offer

• $38-$45 per hour, depending on experience
• Casual position initially
• Flexible hours by agreement
• Primarily office-based in Camberwell, VIC
• Varied and interesting work where no two days are quite the same
• Opportunity for increased hours as the business grows
• Opportunity to help create and shape your own position
• Genuine potential to progress into an Office Management / Business Operations role
• On-the-job training and support
• Close involvement with the Directors
• A friendly, supportive and professional working environment
• The opportunity to become an important part of a growing Melbourne business

Only shortlisted applicants will be contacted.