Office and Operations Administration Support – Immediate Start

BIC Consolidated; City of Melbourne; On-site; AUD 65,000 - 75,000; Full time

Job summary

BIC Consolidated in Melbourne is seeking an organized Office and Operations Administration Support Coordinator to join our Head Office.

This full-time, permanent role focuses on accurate reporting, proactive communication, and seamless coordination between clients and internal teams. You will manage emails, data entry, quotes, and the Helpdesk while maintaining high standards of professionalism and client service.

Qualifications

• You must have full work rights within Australia.
• A current clear Police Check.
• Office-based role with in-office work—hybrid not available.

Responsibilities

• Provide daily administrative support to the Operations Management team.
• Manage emails and respond promptly, informing relevant parties.
• Prepare and submit quotes for extra works with Managers.
• Coordinate cleaner inductions and communications for Managers.
• Compile client reports and documentation as required.
• Handle Helpdesk: log, track and close service orders.
• Follow up overdue service orders with Managers.
• Ensure timely cross-team communication.
• Oversee daily data entry and data integrity.
• Conduct regular data audits and resolve inconsistencies.
• Develop and follow data entry procedures.
• Generate reports and assist in data analysis.

Skills

Attention to detail

Initiative

Problem solving

Communication

Stakeholder management

Time management

MS Office

Power BI

Reliability

Ownership

Tools

Power BI

Microsoft Office

Job description

Office and Operations Administration Support – Immediate Start

Full Time Permanent

About the Role

We are seeking a highly organised and detail-focused Office and Operations Administration Support Coordinator to join our Head Office team based in Melbourne. This position plays a critical role in supporting operational delivery and maintaining strong client relationships through accurate reporting, proactive communication, and seamless coordination between clients and internal teams. This role is ideal for someone who demonstrates initiative, takes ownership of their responsibilities, and understands the importance of precision and professionalism in all aspects of their work.

Key Responsibilities

• Provide daily administrative support to the Operations Management team.
• Manage, check, and respond to emails promptly, ensuring relevant parties are informed.
• Prepare and submit quotes for extra works in liaison with Managers.
• Manage cleaner inductions, changes, and communications on behalf of Managers.
• Compile periodical schedules, client reports, and documentation as required.
• Support in addressing and resolving client issues in a timely and professional manner.
• Manage the Helpdesk process: log, track, and close service orders.
• Follow up on overdue service orders with relevant Managers.
• Maintain efficient communication across teams to ensure timely responses to requests.
• Coordinate daily data entry operations and support data integrity efforts.
• Conduct regular data audits to resolve any inconsistencies.
• Develop and follow consistent data entry procedures to ensure operational efficiency.
• Generate reports and assist in analysing data as needed.

About You

• Exceptional attention to detail, with the ability to identify discrepancies and proactively resolve issues
• Strong initiative and the ability to work independently while managing competing priorities
• A proactive approach to problem-solving and continuous improvement
• Excellent verbal and written communication skills, with a professional and client-focused manner
• The ability to build effective working relationships between stakeholders and operational teams
• Strong time management skills and the ability to meet deadlines in a fast-paced environment
• Intermediate to advanced Microsoft Office and Power BI skills
• Reliability, accountability, and adaptability
• Applicants must take ownership of all areas of the role and consistently maintain a high standard of professionalism and accuracy.

Requirements

• You must have full work rights within Australia.
• A current clear Police Check.
• This is an in-office position. Hybrid working arrangements cannot be accommodated at this time.

BIC Consolidated is an Equal Opportunity Employer and encourages Aboriginal and/or Torres Strait Islanders to apply.