Office Coordinator

Viva Energy; Adelaide; On-site; AUD 65,000 - 80,000; Full time

Benefits offered by this job

Flexible working arrangements

Parental leave

Health discounts

Employee share plan

Novated leasing

Service recognition program

Job summary

Viva Energy Retail is seeking an experienced Office Manager / Team Coordinator to provide coordinated administrative support to the Retail Leadership Team in Adelaide. You will help plan meetings, coordinate travel, events and engagement activities, and maintain a forward-looking schedule.

In this role you will balance competing priorities, maintain attention to detail, and build strong working relationships across stakeholders.

Qualifications

• Experience as an Office Manager or in an Administration role.
• Strong organisational and planning skills with ability to manage multiple priorities.
• Proven ability to support senior stakeholders or leadership teams.
• Excellent attention to detail and proactive follow-through.
• Strong communication and relationship-building skills.
• Ability to work independently and collaboratively across stakeholders.

Responsibilities

• 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 Travel bookings and expense submissions, ensuring accuracy and timely processing.
• Develop and maintain a weekly view of travel, site visits and key meetings, identifying scheduling conflicts.
• Coordinate Adelaide-based Retail events including town halls, leadership offsites and engagement activities.
• Coordinate retail recognition programs, awards and engagement initiatives, including merchandise, inventory and distribution.
• Build strong relationships across the Leadership Team and wider business, providing high-level service.
• Balance competing priorities across office management and Leadership Team coordination.

Skills

Office Manager experience

Team coordination

Administration

Stakeholder liaison

Organisational skills

Attention to detail

Communication

Independent and collaborative work

Tools

Microsoft Office

Microsoft Teams

Job description

Company 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.

Please note: This role is being sourced by our internal Talent Acquisition team; therefore, we will not be accepting applications via external recruitment agencies.