Office Coordinator

CIP Constructions Group; City of Melbourne; On-site; AUD 60,000 - 85,000; Full time

Job summary

CIP Construction is seeking a proactive Office Coordinator to support our Melbourne team and keep the office running smoothly. You’ll welcome new starters, coordinate meetings and events, and partner with leaders to deliver a polished employee experience.

This hands-on role covers reception, supplies, travel, invoicing, IT requests, onboarding, and diary management for senior leaders in a busy, people-focused environment.

Qualifications

• Previous experience in an Office Coordinator, Office Manager, Team Administrator, Executive Assistant, or similar role.
• Strong organisational and time management skills.
• Excellent verbal and written communication skills.
• High levels of professionalism, discretion, and confidentiality.
• A proactive approach with strong problem-solving abilities.
• Experience managing competing priorities and deadlines.
• Experience with invoice processing or accounting systems is desirable.

Responsibilities

• Managing reception duties and welcoming visitors
• Coordinating office supplies, equipment, facilities, and service providers
• Maintaining a clean, organised, and professional office environment
• Coordinating meetings, team events, catering, and office functions
• Managing travel bookings through the corporate travel provider
• Processing invoices, tracking expenses, and supporting financial administration
• Assisting with fleet administration, fuel cards, and e-tags
• Coordinating IT requirements for new employees and project teams
• Supporting onboarding activities for new starters
• Maintaining office security access and IT asset registers
• Providing diary management and administrative support to senior leaders as required

Skills

Organisation

Time management

Communication skills

Discretion & confidentiality

Problem solving

Prioritisation

Tools

Excel

Job description

CIP Construction is a national construction company delivering standout projects across Australia, as our Victorian operations continue to grow, we’re looking for a proactive, organised, and people-focused Office Coordinator to be the go-to support for our Melbourne team.

This is a hands-on, high-variety role where no two days look the same, you will keep the office running smoothly, support our leaders, welcome new starters, coordinate events, and help create a workplace people enjoy.

About the Role

Reporting to the State Manager, you will take ownership of the day-to-day rhythm of the Melbourne office, working closely with our national team and your peers across other states, you’ll help deliver a consistent, polished, and welcoming employee experience.

You will be responsible for:

• Managing reception duties and welcoming visitors
• Coordinating office supplies, equipment, facilities, and service providers
• Maintaining a clean, organised, and professional office environment
• Coordinating meetings, team events, catering, and office functions
• Managing travel bookings through the corporate travel provider
• Processing invoices, tracking expenses, and supporting financial administration
• Assisting with fleet administration, fuel cards, and e-tags
• Coordinating IT requirements for new employees and project teams
• Supporting onboarding activities for new starters
• Maintaining office security access and IT asset registers
• Providing diary management and administrative support to senior leaders as required

About You

You are the kind of person who spots what needs doing, keeps people organised, and brings calm, energy, and professionalism to a busy workplace.

You will bring:

• Previous experience in an Office Coordinator, Office Manager, Team Administrator, Executive Assistant, or similar role
• Strong organisational and time management skills
• Excellent verbal and written communication skills
• High levels of professionalism, discretion, and confidentiality
• A proactive approach with strong problem-solving abilities
• Experience managing competing priorities and deadlines
• Intermediate Microsoft Office skills, particularly Excel
• Experience with invoice processing or accounting systems (desirable)
• Previous Executive Assistant experience will be highly regarded

Why you will enjoy working with us

• Be part of a growing national construction business
• Work alongside experienced and supportive leaders
• Enjoy variety in your role and genuine ownership of office operations
• Join a collaborative and people-focused culture
• Melbourne CBD office location

At CIP Construction, we back our people and value diversity, inclusion, and authenticity. We welcome applicants from all backgrounds and experiences and are committed to creating a workplace where everyone feels respected, supported, and empowered to succeed.