Administration Coordinator

Select Aust Sydney; Geelong; On-site; AUD 60,000 - 76,000; Part time

Job summary

Select Aust Sydney in Geelong is seeking an Administration Coordinator to provide high-quality administrative and clerical support to our busy Dispute Resolution team. You are organized, proactive, with strong attention to detail and experience working within legislative or government frameworks.

The role focuses on case management, scheduling, stakeholder liaison, and keeping timelines on track. The position is temporary and part-time, offering exposure to high-volume workflow and

Qualifications

• Proven experience providing high-level administrative support in a fast-paced team.
• Strong time management, initiative, and ability to work with minimal supervision.
• Experience within statutory, legislative, or legal frameworks/government departments.
• Excellent written and verbal communication with professionalism when dealing with external legal representatives.
• Proficient with MS Office (Word, Excel) and electronic records management systems.

Responsibilities

• Log, acknowledge, and allocate new dispute resolution matters into the internal management system.
• Act as primary contact for external legal representatives, guiding processes and ensuring framework compliance.
• Coordinate complex calendars, schedule case conferences for up to 12 officers, and manage medical appointments, travel, and accommodation.
• Draft formal correspondence, index incoming communications, and ensure document tracking and filing.
• Maintain precise records across databases, team folders, and tracking sheets.
• Provide administrative support including invoice payments, event registrations, agenda creation, and minute-taking.

Skills

Administrative support

Time management

Legal frameworks

Communication

MS Office

Tools

MS Office (Word, Excel)

Job description

Job Type: Temporary position | Part time position

Job Description

About the Role Are you an organized, proactive administrator with strong attention to detail and experience working within legislative or government frameworks? We are seeking a dedicated Administration Coordinator to provide high-quality administrative and clerical support to our busy Dispute Resolution team.

In this role, you will be pivotal in ensuring matters progress smoothly, assisting with high-volume workflow management, scheduling, stakeholder liaison, and adherence to key timelines.

Key Responsibilities

• Case Management Support: Log, acknowledge, and allocate new dispute resolution matters into the internal management system.
• Stakeholder Engagement: Act as a primary point of contact for external legal representatives, providing process guidance and ensuring compliance with relevant frameworks.
• Scheduling & Calendars: Coordinate and manage complex calendars, scheduling case conferences for up to 12 officers, alongside managing medical examination bookings, travel, and accommodation.
• Correspondence & Documentation: Draft formal correspondence, index incoming communications (emails, portals), and ensure systematic document tracking and filing.
• Data Management: Maintain precise records across databases, team folders, and tracking sheets to monitor time-sensitive matters.
• Administrative Assistance: Handle invoice payments, event registration, agenda creation, and minute-taking for team meetings.

What

We Are Looking For

• Administrative Expertise: Proven experience providing high-level administrative support in a fast-paced team environment.
• Time Management & Initiative: Ability to manage competing priorities, set accurate timelines, and work effectively with minimal supervision.
• Framework Experience: Background working within statutory, legislative, or legal frameworks/government departments.
• Communication Skills: Excellent written and verbal communication, with a high degree of empathy and professionalism when dealing with external legal representatives.
• Technical Proficiency: Strong computer skills, including intermediate to advanced capability across MS Office applications (Word, Excel) and electronic record management systems.

Key Capabilities

• Accountability & Courage: Ownership over tasks and the confidence to speak up or act when needed.
• Adaptability & Curiosity: Openness to continuous improvement, learning new processes, and adapting to changing priorities.
• Collaboration & Empathy: A strong team player who communicates respectfully and understands the needs of stakeholders.