Office and Administration Coordinator

Partale Talent Pty Ltd; Sydney; On-site; AUD 55,000 - 75,000; Full time

Job summary

Partale Talent Pty Ltd in Sydney is seeking an Office and Administration Coordinator who can streamline operations, support the CEO and executive team, and collaborate across departments to drive positive outcomes.

You will manage meetings, prepare documents, handle accounts payable in Xero, and assist with marketing activities across social channels and the company website. A proactive, detail-oriented team player will thrive in our small, professional environment.

Qualifications

• Experience in office management/office coordinator or marketing coordinator roles.
• Interest in using technology and AI to streamline processes.
• Experience with social media marketing.
• Xero experience preferred.
• Accounts payable or bookkeeping experience preferred but not essential.

Responsibilities

• Provide administrative and operational support to the CEO and executive team.
• Coordinate meetings and logistics including board/committee scheduling.
• Prepare and circulate documents, presentations and papers.
• Support board/committee paper preparation and uploads.
• Manage office operations, supplies and meeting room setup.
• Answer calls and triage enquiries professionally.
• Process Accounts Payable and coding in Xero.
• Administer corporate credit card allocations and receipts in Xero.
• Prepare weekly payment runs and schedules for review.
• Support payroll administration and bank reconciliations as allocated.
• Maintain payment controls and compliance.
• Support marketing and branding activities across social channels and website.
• Draft social media content and visuals aligned with brand standards.
• Update website/news content and liaise with providers.
• Coordinate corporate sponsorships (e.g. ARITA) logistics.
• Create and format presentations, invitations, flyers and marketing assets.
• Assist with event and conference planning and registrations.

Skills

Attention to detail

Excellent communication

Multitasking

Stakeholder management

Team player

Marketing coordination

Proactive attitude

Tools

Xero

Job description

Our client is a well-established, Sydney-based financial services organisation and a recognised pioneer within the litigation funding industry. Operating for more than two decades, the business partners with law firms, insolvency professionals and corporates to provide tailored funding solutions across commercial disputes, insolvency matters and class actions. With a strong reputation across Australasia, they are committed to enabling access to justice by supporting meritorious claims and delivering commercially sound outcomes through deep industry expertise and a collaborative, professional culture.

About the Opportunity

Are you passionate about making an impact and streamlining the way a business operates? Our client is on the lookout for an Office and Administration Coordinator who thrives on building relationships, supporting teams, and driving positive outcomes across the business. We are seeking a true all-rounder who will be self-motivated and be open to completing tasks that will range from basic office administration through to proactive marketing activities.

Key Responsibilities

• Provide high-quality administrative and operational support to the CEO, executive team and broader team.
• Coordinate meetings and logistics, including board and committee meeting scheduling.
• Prepare, design, format, compile and circulate documents, presentations and meeting papers.
• Support board and committee paper preparation and uploads.
• Manage office operations, supplies, meeting room set-up and day-to-day office coordination.
• Answer office calls and triage enquiries professionally and promptly.
• Process Accounts Payable, including invoice entry, coding and allocation in Xero across relevant entities.
• Administer corporate credit card allocations and receipts in Xero, including follow-up of missing receipts.
• Prepare weekly payment runs and supporting schedules for review/approval.
• Support payroll administration, bank reconciliations and related finance processes (as allocated by CFO/finance team).
• Maintain a high standard of payment controls, including bank detail checking and approval process compliance.
• Support execution of marketing and brand activities across LinkedIn, website and other channels.
• Draft and prepare social media content, visuals and posts consistent with approved messaging and brand standards.
• Update website/news content and liaise with external website providers where required.
• Coordinate corporate sponsorship execution (e.g. ARITA), including logistics, collateral and timelines.
• Create and format presentations, invitations, flyers, capability statements and other marketing assets.
• Support event and conference planning, including registrations, invitations, attendee tracking and logistics.

About You

Our client values people who bring strong attention to detail, excellent communication, and the ability to juggle multiple priorities. As the linchpin of the office, you'll work closely with executive leaders and the investment management team, always ready to lend a hand or lead the way.

We're seeking a team player with the ability to load up their own plate. Ideally you are someone that enjoys collaborating across departments and managing stakeholder relationships. Your creative flair will shine in supporting marketing activities, while your approachable manner and proactive attitude will see you succeed in a small team and business environment.

• Prior experience in an office management/office coordinator or marketing coordinator position with a professional environment required.
• An interest in using technology and AI advancements to streamline and strengthen processes. Working in partnership with colleagues, you will be interested in researching tools, platforms and systems that will improve ways of working.
• Exposure to social media marketing responsibilities and an interest in proactively promoting our client's business online/across several digital platforms.
• Xero experience is highly preferred.
• Accounts payable or bookkeeping experience highly preferable but not essential.