Office Administrator/ Project Coordinator

Aspen Technology; Sydney; On-site; AUD 70,000 - 90,000; Full time

Job summary

Aspen Technology in Sydney seeks an organized Office Administrator / Project Coordinator to support daily operations and project teams delivering system solutions to critical infrastructure clients. This role offers latitude to innovate and streamline office processes while building data-driven analytical skills.

You will coordinate travel, calendars, procurement, and project administration across multiple programs, partnering with global teams to keep projects on track and on budget.

Qualifications

• Bachelor's degree or diploma in Business Administration or related field.
• Minimum 4 years in office administration and project coordination.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and MS Project.
• Familiarity with SharePoint, Jira, and Confluence preferred.
• Excellent organizational, written and verbal communication, and multi-tasking.
• Self-motivated, proactive, and able to work independently with diverse stakeholders.

Responsibilities

• Serve as first point of contact for visitors and calls; maintain professional reception.
• Coordinate meeting rooms, travel, and office facilities.
• Manage calendars, procurement, and vendor coordination.
• Provide administrative support to Project Managers and Teams.
• Monitor project actions, milestones, and reporting.
• Create purchase requisitions and assist with invoicing across projects.
• Coordinate multiple projects and programs administratively.

Skills

Organization & multitasking

Communication

Proactive / self-motivated

Team collaboration

Education

Bachelor's degree/diploma in Business Admin or related

Tools

MS Office

MS Project

SharePoint

Jira

Confluence

Job description

We are seeking a highly organized, proactive, and customer-focused Office Administrator / Project Coordinator to support the day-to-day operations of our Sydney office while assisting project teams with coordination and administration activities. This is an excellent opportunity for someone looking to develop their career in project coordination and project management with the ability to help teams operate at their best delivering systems to critical infrastructure owners in the Energy Industry. In this role you'll have significant latitude to innovate, and build your data based analytical skills, while also finding ways for the office to be more efficient.

Your role

Office Administration & Facilities Coordination

• Serve as the first point of contact for visitors, customers, and incoming calls, ensuring a professional reception experience.
• Coordinate meeting room bookings, office setup, and customer visit arrangements.
• Organize training room facilities, including catering and refreshment requirements.
• Maintain staff calendars and schedules using Microsoft 365 applications.
• Coordinate domestic and international travel arrangements for employees.
• Manage office action registers and schedules for maintenance, repairs, payroll-related activities, and recurring services.
• Act as Fire Warden and support workplace health and safety requirements.
• Liaise with suppliers, contractors, service providers, and global teams to ensure smooth office operations.
• Manage office procurement activities, including office supplies, kitchen consumables, and general stock replenishment.
• Coordinate and oversee third-party services such as cleaning, plant maintenance, courier services, document destruction, photocopiers, and other facilities vendors.
• Collect and distribute incoming mail, receive deliveries, and manage office access cards.
• Maintain office asset and equipment registers and coordinate secure offsite document storage.
• Arrange office repairs and facilities maintenance as required by coordinating with the facilities team.
• Ensure pantry and kitchen areas remain clean, stocked, and well-maintained.

Project Coordination & Administrative Support

• Provide administrative and coordination support to Project Managers and Team Managers.
• Assist with resource scheduling and project planning activities.
• Organize and facilitate project meetings, customer workshops, and internal stakeholder meetings.
• Monitor and track project actions, milestones, deliverables, and reporting requirements.
• Prepare, maintain, and distribute project documentation in accordance with company project management methodologies.
• Support project site access requests and compliance-related activities.
• Create purchase requisitions and assist with customer invoicing processes.
• Support project initiation, setup, governance, and ongoing administration across multiple projects and programs.

What you'll need

• Bachelor's degree, diploma, or equivalent experience in Business Administration, Bookkeeping, Office Administration, or a related discipline.
• Possess minimum 4 years of relevant experience in office administration and project coordination
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Project.
• Familiarity with collaboration and project management platforms such as SharePoint, Jira, and Confluence is preferred but not a must
• Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities.
• Strong written and verbal communication skills, with a professional and customer-focused approach.
• Self-motivated, proactive, and capable of working independently while collaborating effectively with diverse stakeholders.
• Positive attitude and commitment to delivering high-quality administrative and project support.
• Possess full working rights to work in Australia.