Office Coordinator

Viva Energy Australia; Adelaide; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Flexible work arrangements

Parental leave and additional leave

Job summary

Viva Energy Retail in Adelaide seeks an organised Office Manager/Team Coordinator to provide essential administrative support across the Retail Leadership Team. You will help with planning, meetings, travel, events, and engagement activities, ensuring smooth operations.

Key responsibilities include coordinating leadership forums, preparing materials, managing travel and expenses, and maintaining schedules. The role requires strong organisation, proactive communication, and the ability to work

Qualifications

• Experience in Office Manager, Team Coordinator or Administration roles.
• Experience supporting senior stakeholders or leadership teams.
• Strong organisational and planning skills with the ability to manage multiple priorities.
• Excellent attention to detail and proactive follow-through.
• Strong communication and relationship-building skills.
• Ability to work independently and collaboratively across a broad range of stakeholders.

Responsibilities

• Provide shared administrative support for the Retail Leadership Team,
• Coordinate Retail Leadership Team forums including meetings, planning sessions, offsites and other leadership activities.
• Prepare meeting agendas, packs, materials and logistics, maintaining forward planning and key dates.
• Coordinate travel bookings and expense submissions for the Retail Leadership Team.
• Develop a weekly view of travel, site visits and key meetings, identifying scheduling conflicts.
• Coordinate Adelaide-based Retail events including town halls and offsites, managing venues and communications.
• Coordinate recognition programs, awards and engagement initiatives including merchandise and distribution.
• Build relationships across the Retail Leadership Team and wider business, anticipating needs and providing high service levels.
• Balance competing priorities across office management and team coordination with strong attention to detail.

Skills

Office management

Coordination

Stakeholder support

Communication

Tools

Microsoft Office

Microsoft Teams

Job description

Viva Energy Retail comprises of over 1000 retail, convenience, and quick service restaurants – including brands such as OTR, Reddy Express (formerly known as Coles Express), Smokemart and Giftbox, and in S.A, Krispy Kreme, Hungry Jacks, Oporto, Guzman and Gomez and many others. Viva Energy Retail is part of the Viva Energy Australia Group – an ASX-listed company helping Australians reach their destination by refining, importing, and distributing energy products while building a safe and sustainable energy future for all Australians. With Viva Energy Australia’s national footprint there has never been a more exciting time to join Viva Energy Retail as we set out to redefine the retail landscape in Australia.

Job Description

Within this role you will provide coordinated administrative and office management support across the Retail Leadership Team in Adelaide. This is a shared service role that will help ensure the Retail Leadership Team is well coordinated, organised and supported across key planning, meetings, travel, events and engagement activities.

You will provide:

• Provide shared administrative support across the Retail Leadership Team, helping coordinate priorities and key activities.
• Coordinate Retail Leadership Team forums including trade meetings, planning sessions, offsites and other leadership activities.
• Prepare meeting agendas, packs, materials and logistics, while maintaining forward planning and key dates.
• Coordinate Retail Leadership Team travel bookings and expense submissions, ensuring accuracy and timely processing.
• Develop and maintain a weekly view of Retail Leadership Team travel, site visits and key meetings, proactively identifying scheduling conflicts and coordination gaps.
• Coordinate Adelaide-based Retail events including town halls, leadership offsites and key internal engagement activities, managing venues, catering, materials and communications.
• Coordinate Retail recognition programs, awards and engagement initiatives, including recognition merchandise, inventory and distribution.
• Build strong relationships across the Retail Leadership Team and wider business, proactively anticipating needs and providing a high level of service.
• Balance competing priorities across office management and Retail Leadership Team coordination, maintaining strong attention to detail and follow-through.

What We offer:

• Join a high-performing team within a leading Australian retail organisation recognised for innovation.
• Enjoy flexible working arrangements that support work-life balance.
• Access generous parental leave and additional leave benefits, including birthday leave.
• Benefits from health, wellbeing and lifestyle discounts, including fuel savings.
• Access financial benefits including an employee share plan and novated leasing.
• Be recognised and rewarded through our service recognition program.

Qualifications

• Previous experience in an Office Manager, Team Coordinator or Administration role.
• Experience supporting senior stakeholders or leadership teams.
• Strong organisational and planning skills, with the ability to manage multiple priorities.
• Excellent attention to detail and a proactive approach to follow-through.
• Strong communication and relationship-building skills.
• Ability to work independently and collaboratively across a broad range of stakeholders.
• Proficiency in Microsoft Office and Microsoft Teams.

Additional Information

We welcome applicants from diverse backgrounds including Aboriginal and Torres Strait Islander people and encourage and support diversity in our traditional and non-traditional roles.

Job Location