Office Co-Ordinator

Prospex Recruiting; City of Melbourne; Sur place; AUD 55 000 - 75 000; Plein temps

Résumé du poste

Prospex-Recruiting is partnering with a dynamic organisation to recruit a highly organised support professional. The role serves as the first point of contact for internal staff, visitors and customers, delivering essential office coordination and administrative support across multiple locations.

You will work with Operations, Service/Engineering, Finance and HR, and support with travel arrangements, invoicing and system administration.

Qualifications

• Experience in reception or office administration supporting multiple departments.
• Strong communication skills and customer service focus.
• Excellent organization and time management with attention to detail.
• Discrete handling of confidential information and access control.

Responsabilités

• Manage reception duties, greet visitors, and handle calls.
• Triaging customer enquiries, phone queries, and PO enquiries.
• Coordinate office supplies, logistics, ordering, and deliveries across sites.
• Support day-to-day staff requests for printing, meetings, and catering.
• Maintain office presentation and daily kitchen/common area cleaning.
• Book and coordinate domestic and international travel.
• Process weekly travel invoices and assign project codes.
• Manage access control via FOBs and user accounts.
• Administer Bluebeam licences and OSCAR task tickets.
• Support Accounts Payable with invoice processing and coding checks.
• Coordinate uniforms, Graduate Shared Houses, and training logistics.

Connaissances

Reception

Office administration

Operations support

Facilities coordination

Invoice processing

Coding checks

Customer service

Outils

Pronto

Bluebeam

OSCAR

Telstra account administration

Google Workspace

Microsoft Office

Description du poste

About Our Client

We are partnering with a dynamic organisation to find a highly organised professional to join their Support Team. Our client requires a proactive and solutions-focused individual who can comfortably handle competing priorities while working independently.

About The Role

This position serves as the vital first point of contact for internal staff, visitors, and customers. Reporting directly to the Support Team Leader, you will deliver essential day-to-day office coordination and administrative support across multiple locations. You will work closely with various internal departments, including Operations, Service/Engineering, Finance, and HR, alongside external vendors.

Key Responsibilities

• Managing reception duties, greeting visitors, and handling incoming calls.
• Triaging customer enquiries, phone queries, and purchase order enquiries.
• Coordinating office supplies, logistics, ordering, and deliveries across multiple sites.
• Supporting day-to-day staff requests for printing, meeting setups, and catering.
• Maintaining office presentation standards, including the daily cleaning of the kitchen and common areas.
• Booking and coordinating domestic and international flights and accommodation.
• Processing weekly corporate travel invoices and ensuring accurate project codes are allocated.
• Managing building access through the issuance and removal of FOBs.
• Managing user accounts across BP and Zettanet, and administering Bluebeam licence records in Pronto.
• Logging and managing ad-hoc tickets in the OSCAR Task Management System.
• Providing administrative support to Accounts Payable, assisting with invoice processing and coding checks.
• Coordinating uniforms, managing Graduate Shared Houses, and assisting with training logistics, such as setting up ASHRAE courses.

Requirements

Key Skills & Experience

• Previous experience in reception, office administration, operations support, or facilities coordination is preferred.
• Previous experience supporting administrative or finance functions, such as invoice processing and coding, is highly desirable.
• Strong professional communication skills and a dedicated customer service approach.
• Excellent organisation and time management skills.
• High attention to detail, particularly with project codes, invoices, and compliance tasks.
• Professionalism and discretion when handling confidential access, employee, and finance information.
• Desirable experience using systems like Pronto, Bluebeam, OSCAR, Telstra account administration, and Google Workspace or Microsoft Office.

Benefits

Why Apply?

If you enjoy working across various systems, coordinating with multiple departments, and ensuring smooth office operations, this is the perfect opportunity. Join a collaborative environment where your proactive approach will be highly valued.