EA / Office Coordinator

KTL Australia Pty Ltd.; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Career growth

Exposure to all areas of the business

Inclusive team culture

Quarterly employee recognition

Team events and celebrations

Modern office environment

Table tennis and breakout areas

On-site parking

Work with senior leadership

Job summary

KTL Australia Pty Ltd is seeking an organised EA / Office Coordinator in Melbourne to support our CEO and Managing Director. You will manage calendars, travel, and key meetings, while coordinating office operations and contributing to company culture and marketing initiatives.

This hands-on role involves cross‑functional collaboration across Operations, Sales, Projects and Finance. Reporting to the CEO/MD, you’ll drive administrative excellence, onboarding, events, and internal communications,

Qualifications

• Proven experience as Executive Assistant or Office Coordinator.

Responsibilities

• Provide high‑level administrative support to CEO and Managing Director.

Skills

Executive support

Calendar management

Travel coordination

Office administration

Communication

MS Office

Canva

Social media

Discretion & confidentiality

Tools

Canva

Job description

At KTL Australia, we're more than just a freight forwarder. We're a fast-growing, people-focused logistics partner that helps businesses succeed through innovative supply chain and freight solutions.

Established in Melbourne in 2008, KTL Australia delivers integrated sea, air, rail, and road freight services across Australia and international markets. Our reputation has been built on exceptional customer service, operational excellence, and long‑term partnerships.

As we continue to grow, we're looking for an organised, proactive, and energetic EA / Office Coordinator to become an integral part of our team.

This role offers variety, responsibility, and the opportunity to work closely with senior leadership while helping support office operations, company culture, marketing initiatives, and business growth.

At KTL Australia, we're more than just a freight forwarder. We're a fast-growing, people-focused logistics partner that helps businesses succeed through innovative supply chain and freight solutions.

Established in Melbourne in 2008, KTL Australia delivers integrated sea, air, rail, and road freight services across Australia and international markets. Our reputation has been built on exceptional customer service, operational excellence, and long‑term partnerships.

As we continue to grow, we're looking for an organised, proactive, and energetic EA / Office Coordinator to become an integral part of our team.

This role offers variety, responsibility, and the opportunity to work closely with senior leadership while helping support office operations, company culture, marketing initiatives, and business growth.

Why Join KTL Australia?

At KTL Australia, we believe great businesses are built by great people. We foster a supportive, collaborative, and rewarding workplace where your contribution is valued and your development is encouraged.

Benefits Include

• Career development and growth opportunities
• Exposure to all areas of the business
• Supportive and inclusive team culture
• Quarterly employee recognition program
• Team social events and celebrations
• Modern office environment
• Table tennis and breakout areas
• On-site parking
• Opportunity to work closely with senior leadership
• A workplace where your ideas and initiative are welcomed

About the Role

Reporting directly to the CEO and Managing Director, the EA / Office Coordinator will be responsible for providing high-level executive support, coordinating office administration activities, supporting company culture initiatives, and assisting with marketing and business development projects.

This is a hands‑on role that requires exceptional organisational skills, attention to detail, and the ability to manage a variety of tasks across multiple business functions.

No two days will be the same.

Key Responsibilities

Executive Assistant Support

• Provide high-level administrative support to the CEO and Managing Director.
• Manage Executive calendars, meetings, appointments, and scheduling.
• Coordinate domestic and international travel arrangements.
• Prepare meeting agendas, minutes, reports, and presentations.
• Manage confidential correspondence and documentation.
• Assist with project coordination and follow‑up actions.
• Support leadership with business reporting and administrative requirements.

Office Coordination

• Oversee the smooth day‑to‑day operation of the office.
• Coordinate office suppliers, facilities, and general administration.
• Manage office supplies and resources.
• Assist with onboarding activities for new employees.
• Support internal communication and company announcements.
• Coordinate team events, celebrations, and workplace initiatives.
• Maintain company records, templates, and shared resources.

Marketing & Brand Support

• Assist with the execution of marketing campaigns and initiatives.
• Create and coordinate content for social media platforms.
• Design flyers, promotional materials, presentations, and internal communications.
• Support website updates and content management.
• Assist with newsletter creation and distribution.
• Ensure brand consistency across all communication channels.
• Monitor social media activity and engagement.
• Maintain marketing assets and content libraries.

Business Support

• Work closely with Operations, Sales, Projects, and Finance teams.
• Assist with business improvement initiatives and company projects.
• Support customer events, trade shows, and networking opportunities.
• Contribute ideas to enhance company culture and employee engagement.
• Assist with ad hoc projects as required.

About You

You are a highly organised and proactive professional who enjoys working in a fast‑paced environment and thrives on variety.

You take pride in being the person who keeps everything running smoothly, while bringing a positive attitude and strong attention to detail to everything you do.

Skills & Experience

• Previous experience as an Executive Assistant, Personal Assistant, Office Coordinator, Office Manager, or similar role.
• Strong administration and organisational skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and time‑management skills.
• Intermediate to advanced Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
• Experience using Canva and social media platforms.
• Ability to manage multiple priorities and meet deadlines.
• Professional, confident, and approachable communication style.
• High level of discretion and confidentiality.
• Positive attitude and willingness to learn.

Desirable

• Experience in marketing, communications, or social media management.
• Experience creating flyers, presentations, and promotional material.
• Experience within logistics, freight forwarding, transport, or supply chain industries.
• Experience coordinating company events and employee engagement activities.

Why You’ll Love This Role

This position offers the opportunity to work directly with leadership while making a genuine impact across multiple areas of the business.

You’ll have the chance to develop your skills, build meaningful relationships, contribute to company culture, and play an important role in supporting the continued growth of KTL Australia.

KTL AustraliaMore Than Freight. A Team That Keeps Business Moving.

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