Office & Administration Co-ordinator

Australian Institute of Architects; City of Melbourne; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Professional development opportunities

Job summary

The Australian Institute of Architects in Melbourne is seeking a friendly, organised office coordinator to keep the Melbourne office running smoothly and support member experiences. You will be the first point of contact for members, visitors and stakeholders, coordinating events, governance activities and general administrative tasks.

This permanent full-time role offers collaborative team environment, opportunities to build relationships, and a focus on delivering excellent service from the

Qualifications

• Experience in administration or member services in professional associations.
• Proficiency with AI tools to improve efficiency.
• Strong communication and customer service.
• Budgeting and governance support experience.

Responsibilities

• Manage reception and front of house, providing excellent service to members and visitors.
• Provide administrative support including meetings, calendars, correspondence, reporting and briefing materials.
• Coordinate member events and provide onsite support at functions.
• Handle member enquiries and support membership services including applications, renewals and member portal queries.
• Manage budget administration, expense processing and supplier relationships.
• Support office operations and equipment maintenance.
• Maintain accurate member data and records.

Skills

Reception management

Event coordination

Office administration

Customer service

Budgeting basics

Governance support

Education

Business administration (optional)

Tools

AI tools

Job description

Australian Institute of Architects – Melbourne VIC

The Australian Institute of Architects is the peak body for the architectural profession in Australia, representing about 14,000 members across the country and overseas. The Institute works to improve our built environment by promoting quality, responsible, and sustainable design.

About The Role

We\'re looking for a friendly, organised and proactive professional to help keep our Melbourne office running smoothly and support the delivery of experiences for our members.

Working closely with the Executive Leader, you\'ll play a key role in the day-to-day operations of the office while helping to coordinate member services, events and administrative activities. As the first point of contact for members, visitors and stakeholders, you\'ll be instrumental in creating a welcoming and professional environment.

No two days are the same. You might be coordinating a member event, supporting governance activities, assisting with office operations, responding to member enquiries, or helping deliver initiatives that support the architectural profession. This is a varied, hands-on role that would suit someone who enjoys building relationships, taking ownership and working across a range of responsibilities.

We\'re looking for someone who is adaptable and enjoys working in a collaborative team environment. You\'ll be comfortable managing competing priorities, solving problems and providing excellent service to both internal and external stakeholders.

This is a permanent full-time position based in our Melbourne office.

Applicants must have unrestricted Australian work rights.

What You\'ll Do:

• Manage reception and front of house, providing excellent service to members and visitors


• Provide administrative support including meetings, calendars, correspondence, reporting and briefing materials


• Coordinate member events and provide onsite support at functions


• Handle member enquiries and support membership services including applications, renewals and member portal queries


• Manage budget administration, expense processing and supplier relationships


• Support office operations and equipment maintenance


• Maintain accurate member data and records

What You\'ll Bring:

• Proven experience in administration, operations coordination or member services (professional associations, membership organisations or similar environments desirable)


• Practical skills with AI tools to work more efficiently and solve problems


• Strong event coordination and office management capabilities


• Excellent communication and customer service skills


• Budget administration and basic governance support experience


• A proactive, can-do attitude and ability to work independently


• Tertiary qualifications in business administration, communications or related field desirable but not essential

Why Work With Us?

• Be part of Australia\'s most prestigious architecture conference


• Contribute to the Institute\'s mission of promoting quality, responsible and sustainable design


• Professional development opportunities in a collaborative environment

The Australian Institute of Architects is an equal opportunity employer committed to creating an inclusive environment for all employees.