Office Coordinator

Entero; Brisbane; On-site; AUD 65,000 - 75,000; Full time

Job summary

Quintess Retirement Community is seeking an Office Coordinator to deliver front-line reception and administrative support to residents, families, visitors and staff. You will greet guests, handle calls and emails, manage calendars, maintain records and help organise events at the community centre.

This role requires a calm, discreet, solutions-focused approach and strong Microsoft Office skills. Proven reception or admin experience, excellent communication, and superb organisational abilities

Qualifications

• Experience in receptionist, administrative or customer service roles.

Responsibilities

• Greet and assist residents, families, visitors, and contractors in a friendly, respectful, and professional manner
• Manage incoming calls and emails, directing enquiries appropriately and responding to general queries
• Maintain the presentation and organisation of the reception, office areas and community centre
• Provide administrative support to the Village Manager and broader team as required
• Provide relief for periods of leave for the Village Manager
• Coordinate with residents to plan and organise activities and events, including maintaining and updating calendars, and developing news highlights and updates to keep residents informed, engaged and connected
• Manage mail and deliveries, including incoming/outgoing correspondence
• Maintain accurate records and assist with data entry tasks as required
• Coordinate room bookings and support the organisation of onsite events or appointments
• Uphold confidentiality and privacy standards in all resident and business-related matters

Skills

Interpersonal skills

Multitasking

Customer service

Written communication

Phone etiquette

Organisational skills

Attention to detail

Confidentiality

Time management

Team collaboration

Tools

Microsoft Office

Job description

The Office Coordinator plays a vital role in delivering exceptional front-line reception and administrative support to the entire team at Quintess Retirement Community. This role is central to ensuring a consistently high standard of customer service and administrative efficiency, contributing directly to the positive experiences of residents, families, visitors, and staff. As a valued member of the team, the Office Coordinator provides professional, personable, and confidential administrative services that support the smooth day-to-day functioning of the community. The role requires strong interpersonal skills, the ability to multitask, and a calm, solutions-focused approach to communication and service delivery.

Key responsibilities

Greet and assist residents, families, visitors, and contractors in a friendly, respectful, and professional manner

Manage incoming calls and emails, directing enquiries appropriately and responding to general queries

Maintain the presentation and organisation of the reception, office areas and community centre

Provide administrative support to the Village Manager and broader team as required

Provide relief for periods of leave for the Village Manager

Coordinate with residents to plan and organise activities and events, including maintaining and updating calendars, and developing news highlights and updates to keep residents informed, engaged and connected

Manage mail and deliveries, including incoming/outgoing correspondence

Maintain accurate records and assist with data entry tasks as required

Coordinate room bookings and support the organisation of onsite events or appointments

Uphold confidentiality and privacy standards in all resident and business-related matters

About you

Previous experience in a receptionist, administrative, or customer service role

Proficiency in Microsoft Office (Word, Excel, Outlook)

Confident phone manner and written communication skills

Warm, approachable, and professional communication style

Excellent interpersonal and customer service skills

Strong organisational and time management abilities

Ability to handle multiple tasks calmly and efficiently

High level of attention to detail

Discretion and confidentiality in handling sensitive information

Current Police Check (or willingness to obtain)

About us

Quintess Retirement Community is a newly completed retirement community for over 65's committed to delivering exceptional service and support to residents, families, and staff.