Office Coordinator

MLEI Group; City of Brisbane; Hybrid; AUD 65,000 - 85,000; Full time

Job summary

MLEI is seeking a Brisbane Office Coordinator to support our people, streamline operations and enable strong project delivery across our Australian team. You will work closely with office managers and the administration team to manage facilities, diary coordination, invoicing support and continuous improvement activities, ensuring high-quality client service and efficient operations.

The role offers the opportunity to contribute across diverse projects, collaborate with experienced

Qualifications

• Proven experience as Office Coordinator or similar.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication.
• Experience with ERP systems and invoicing.
• Ability to work with cross-functional teams.
• Proactive continuous improvement mindset.

Responsibilities

• Provide proactive support to Brisbane Managers and teams.
• Manage multiple email inboxes, diary coordination and travel bookings.
• Assist with business development materials with Marketing.
• Coordinate day-to-day office operations and events.
• Serve as front of house to visitors and clients.

Skills

Office coordination

Communication

Project administration

Documentation & reporting

Calendar & travel coordination

Tools

MYOB Acumatica

Microsoft Office

Job description

At MLEI, we believe the strength behind every outcome is the decisions behind it.

As a growing national consultancy, our success depends on more than technical expertise. It relies on the people, systems and operations that enable our teams to perform at their best. We’re looking for talented professionals who want to contribute to a growing business, make a meaningful impact and help shape the future of project delivery across the natural and built environment.

As our Brisbane Office Coordinator, you’ll play an important role in supporting our people, strengthening our operations and contributing to the continued success of MLEI.

The Role

About the role

The Brisbane Office Coordinator will work closely with the Gold Coast Office Manager and administration team, central Services team, Team Leaders and technical staff to support business efficiency, client service, project delivery and continuous improvement activities.

This position is responsible for:

Team Support

• Deliver effective and proactive support to Brisbane Managers business efficiency, client service, project delivery
• Efficient management of multiple email inboxes and assisting with diary coordination, meeting scheduling and administrative follow up actions, along with coordination of travel bookings
• Assist with preparation of business development presentations, submissions, proposals, working proactively with Marketing Team
• Working with central Services team on process improvement, strengthening the capability and capacity of broader SEQ team

Project Administration, Compliance & Quality

• Provide project administration support team leaders and technical staff, assisting with project setup and records, technical/ ad hoc reporting and maintenance of databases
• Assist with invoicing through the use of PMS/ERP system (MYOB Acumatica or other) – in-house training provided as required
• Assist Office Manager/QSE Manager to facilitate continuous improvement and maintenance of QSE System inclusive of ISO 9001:2015, ISO:45001 and ISO:14001 Participate in internal audits and continuous improvement initiatives as required

Office Coordination & Administration

• Coordinate day-to-day office operations, including office supplies, office maintenance, motor vehicle management, and support coordination of team member functions, office events and activities

Reception & Front of House

• Act as the first point of contact for visitors, clients and suppliers, building positive relationships with internal and external stakeholders
• Answer phone calls and email enquiries in a prompt, courteous and professional manner
• Maintain presentation and functionality of reception, meeting rooms and common areas

Working closely with colleagues across the business, you will provide professional expertise, practical solutions and trusted support that helps our teams achieve outstanding outcomes.

What We Offer

At MLEI, we are building a business where ambitious people can do meaningful work, developing their expertise and creating lasting impact. We offer opportunities to

• Contribute to diverse and rewarding projects across Australia and the region
• Work alongside experienced professionals and respected industry leaders
• Build technical, professional and leadership capability
• Access professional memberships and development opportunities
• Grow your career within a collaborative national business
• Develop meaningful client and industry relationships
• Explore new opportunities across disciplines, projects and locations
• Help shape the future of a growing consultancy with a clear vision for what is next

How we work

The quality of our work is shaped by the way we work together.

We back our people with trust, support and clear expectations. We take ownership of our decisions, communicate openly and work collaboratively to achieve the best outcomes for our clients and communities.

We value technical excellence, but we also value humility. Knowledge is shared, ideas are challenged respectfully and success is recognised as a team effort. As we continue to grow, we remain committed to building an environment where capable people can do meaningful work, develop their expertise and contribute with confidence.

About you

You are a capable and motivated professional, who enjoys working collaboratively, solving problems and finding better ways of doing things.

You take pride in delivering high-quality work, building strong relationships and contributing to a positive and productive workplace. You bring initiative, professionalism and accountability, along with a genuine commitment to continuous improvement and learning.

What You Bring

To be successful in this role you will bring

• Meaningful professional experience as Office Coordinator, Administration Coordinator or similar
• Positive functional experience and industry knowledge
• Advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint
• Experience supporting QSE System inclusive of ISO 9001:2015, ISO:45001 and ISO:14001 and compliance systems
• Exposure to MYOB Acumatica or similar ERP an advantage
• Strong communication and stakeholder engagement skills
• The ability to build effective working relationships across a diverse organisation
• Strong organisational skills and attention to detail
• A commitment to quality, professionalism and continuous improvement

Gold Coast

Level 1, 155 Varsity ParadeVarsity Lakes QLD 4227

Melbourne

Newcastle

Suite 21, 235 Darby StCooks Hill NSW 2300

Darwin

Suite 2A, Level 1/82 Smith StDarwin NT 0800