Executive Support and Workplace Services Officer

DFP Recruitment; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

DFP Recruitment is seeking an organised, proactive Executive Support & Workplace Services Officer to join a busy Corporate Services team in a government environment. The APS4, Sydney CBD, full-time, on-site role combines executive support, office administration, reception, facilities coordination and purchasing administration.

Reporting to the Chief Operating Officer, you will coordinate executive priorities, maintain a professional front-of-house service and help keep the workplace safe, secure

Qualifications

• Experience providing executive or office coordination support, including diary management and meeting coordination.
• Strong written and verbal communication skills when dealing with senior stakeholders and external contacts.
• Excellent organisational skills with the ability to manage competing priorities and meet deadlines.
• Ability to handle confidential and sensitive information appropriately.
• Proactive, service-oriented approach and attention to detail.

Responsibilities

• Proactively manage the Chief Operating Officer's diary, meetings, and travel arrangements.
• Organise internal/external meetings, venues, papers and catering.
• Monitor correspondence and track actions to ensure priorities progress.
• Provide professional front-of-house support to visitors, contractors and stakeholders.
• Coordinate facilities requests and liaise with building management and contractors.
• Assist with purchasing, supplier records and contract documentation.

Skills

Diary management

Meeting coordination

Stakeholder liaison

Front-of-house service

Administrative support

Communication

Organisational skills

Tools

Microsoft 365

Job description

Executive Support & Workplace Services Officer

APS4 | Sydney CBD | Full-time | Non-ongoing contract | On-site opportunity

The Opportunity

We are seeking an organised, proactive and service-oriented Executive Support & Workplace Services Officer to join a busy Corporate Services team within a government environment.

This is a varied role combining executive support, office administration, reception, facilities coordination and purchasing administration. You will work closely with senior leadership, internal stakeholders, building management and external suppliers to ensure the smooth day-to-day operation of the office.

Reporting directly to the Chief Operating Officer, you will play an important role in coordinating executive priorities, maintaining a professional front-of-house service and ensuring the workplace remains safe, secure and well organised.

This opportunity would suit someone who enjoys a hands‑on, varied administrative role, is comfortable managing competing priorities and takes pride in delivering a high standard of service.

Key Responsibilities

Executive & Administrative Support

• Proactively manage the Chief Operating Officer's diary, including scheduling meetings, coordinating appointments and arranging travel.
• Organise internal and external meetings, including invitations, meeting rooms, visitor arrangements, papers and catering.
• Monitor correspondence, track actions and follow up with relevant stakeholders to ensure priorities are progressed.
• Draft and format routine correspondence, presentations, meeting materials and approval briefs.
• Handle confidential information with discretion and maintain accurate records.

Reception & Stakeholder Support

• Manage the main telephone line, respond to enquiries and direct callers to the appropriate teams.
• Monitor and manage the reception inbox.
• Provide professional front-of-house support to visitors, contractors, couriers and other stakeholders.
• Coordinate visitor registrations, deliveries and building access arrangements.
• Identify and escalate any security, safety or sensitive matters appropriately.

Facilities & Workplace Coordination

• Coordinate facilities and maintenance requests, liaising with building management and external contractors.
• Arrange contractor access, schedule maintenance works and monitor requests through to completion.
• Maintain facilities schedules, registers and workplace documentation.
• Manage building access cards, including allocation, replacement and deactivation.
• Administer office locker allocations.
• Assist with workplace security, emergency management, work health and safety and business continuity arrangements.
• Identify opportunities to improve workplace processes and the overall office experience.

Purchasing & Supplier Administration

• Research suppliers and service options for facilities, maintenance and office requirements.
• Obtain and compare quotations, documenting value-for-money considerations.
• Assist with purchasing, procurement and contract documentation, including routine approval briefs.
• Coordinate approved purchases and maintain accurate supplier and contract records.
• Monitor service delivery, follow up outstanding works and confirm completion.
• Liaise with Finance, Legal and other relevant stakeholders as required.

Mail, Office Supplies & Records Administration

• Coordinate incoming and outgoing physical and digital mail.
• Arrange domestic and international courier bookings, including relevant tracking and customs documentation.
• Manage publication enquiries and orders.
• Monitor stationery and office consumables, coordinate stock levels and arrange approved purchases.
• Maintain accurate mail, courier, stationery and workplace-services records.
• Assist with the secure storage, retrieval, archiving and management of physical records.

About You

To be successful in this position, you will demonstrate:

• Previous experience providing executive, administrative or office coordination support, including diary management, meeting coordination and correspondence.
• Experience delivering professional reception, customer service or front-of-house support.
• Strong organisational skills, with the ability to manage competing priorities and meet deadlines.
• Excellent written and verbal communication skills, with a professional and confident approach when dealing with senior stakeholders and external contacts.
• Strong attention to detail and the ability to handle confidential and sensitive information appropriately.
• Proficiency in Microsoft 365 and the ability to learn new administrative systems.
• Initiative and sound judgement, with the ability to resolve routine operational matters and elevate more complex issues when required.
• A collaborative and flexible approach, with a genuine focus on providing quality service.

Desirable:

• Experience coordinating facilities, maintenance requests or building services.
• Exposure to purchasing, procurement, supplier management or contract administration.
• Familiarity with records management, workplace security or government administrative procedures.

This is an excellent opportunity to secure a varied APS4 position where you can utilise your executive support and administration experience across a broad range of corporate services functions.

You will have exposure to senior executive support, facilities coordination, procurement and workplace operations, making this a great opportunity for someone looking to further develop their experience within the government sector.

DFP welcomes applications from Aboriginal and Torres Strait Islander people, people with diverse cultural and linguistic backgrounds and people with disability. In addition, DFP will provide reasonable adjustments for individuals with disability throughout the recruitment process. If you identify as a person with disability and require adjustments to the application, recruitment, selection and/or assessment process, please advise via [e-mail] or 1300 337 000 and indicate your preferred method of communication (email, phone, text) so we can keep in touch and meet your accessibility needs.