Office Coordinator – Part-Time (4 Days per Week)

Lorden Vella; City of Melbourne; On-site; AUD 48,000 - 60,000; Part time

Benefits offered by this job

Flexible days

Part-time role – 4 days per week

Job summary

Lorden Vella, a vibrant and growing construction company based in Braeside, is seeking a highly organised Part-Time Office Coordinator to support the smooth running of our office and provide coordination and administrative support across the business.

Reporting to the People & Culture Manager, you will manage day-to-day office operations, respond to calls, emails, and visitors, maintain registers and documentation, and assist with ISO/HSEQ processes.

Qualifications

• Organised and proactive Office Coordinator with strong communication skills.
• Experience in office administration and coordinating multiple tasks.
• Familiarity with ISO or business management systems is preferred.
• Proficient in MS Office and ability to learn new software quickly.

Responsibilities

• Coordinate the day-to-day running of the office and maintain a professional front-of-house presence.
• Manage the main office mailbox, email inbox and incoming phone calls.
• Welcome visitors and suppliers; act as a go-to contact for internal and external requests.
• Maintain office supplies, IT equipment, registers and documentation.
• Support staff onboarding/offboarding and liaise with IT providers as needed.
• Assist with meeting minutes, project documentation and compliance tasks.

Skills

Organisational skills

Proactive

Communication

Time management

MS Office

Tools

Microsoft Word

Microsoft Excel

Job description

Lorden Vella is a vibrant and growing construction company based in Braeside. We are seeking a highly organised, proactive and professional Part-Time Office Coordinator to support the smooth running of our office and provide coordination and administrative support across the business.

This is a varied, hands-on role ideal for someone who enjoys taking ownership, is naturally organised and likes being the go-to person for a wide range of office, staff and business requirements.

Previous construction industry experience or exposure will be highly regarded, as the role will involve supporting construction-related administration, documentation, registers and compliance requirements.

About the Role

Reporting to the People & Culture Manager, you will be responsible for coordinating the day-to-day running of the office while providing administrative and coordination support across the business.

A key part of the role will also involve assisting with Lorden Vella's HSEQ requirements, including maintaining relevant registers and documentation, following up on actions, and helping ensure required processes and tasks are completed within the required timeframes.

Your responsibilities will include:

Coordinating the day-to-day running and presentation of the office.

Managing the main office mailbox, email inbox and incoming phone calls.

Welcoming visitors, clients and suppliers and providing a professional first point of contact.

Managing office supplies, stationery, supermarket orders, uniforms and general office stock.

Maintaining office, uniform, IT, asset, equipment and other business registers.

Coordinating staff training and maintaining employee qualifications and records.

Assisting with employee onboarding and offboarding requirements.

Coordinating staff IT hardware, devices, software, logins and access requirements.

Liaising with IT and telecommunications providers and managing IT issues as required.

Supporting project teams with general administration, registers, defect tracking and site documentation.

Filing and tracking safety documentation and maintaining relevant project records.

Preparing and distributing meeting minutes and assisting with meeting preparation.

Assisting with HSEQ requirements, including maintaining documentation and registers, monitoring action items and following up to ensure required actions are completed.

Supporting the business with ongoing compliance and continuous improvement activities associated with our ISO systems.

Coordinating cleaners, suppliers and general office facilities.

Managing office birthdays, team celebrations and corporate gifts.

Assisting with website, social media, project photography and general marketing administration.

Maintaining a clean, organised and professional office, including the kitchen and meeting rooms.

Assisting with events and other business initiatives as required.

Providing general coordination and administrative support across the business.

About You

We are looking for someone who is organised, reliable, proactive and professional, with the confidence to take ownership of tasks and manage multiple priorities.

You will have:

Previous experience working in an office environment in a similar Office Coordinator, Office Administrator or Office Support role.

Previous experience or exposure to the construction industry will be highly regarded.

An understanding of construction industry administration, documentation and terminology will be highly regarded.

Experience assisting with quality, compliance, ISO or business management systems will be highly regarded.

Strong experience using Microsoft Office, particularly Microsoft Word and Excel.

Excellent organisational and time-management skills.

Strong attention to detail and accurate record-keeping skills.

Excellent written and verbal communication skills.

Confidence using computers, software systems and learning new technology.

The ability to multitask, prioritise and manage competing deadlines.

A proactive approach and the ability to work independently.

The confidence to follow up with team members and ensure actions are completed.

A friendly, professional and approachable manner.

Why Join Lorden Vella?

Part-time role – 4 days per week, with flexibility around days for the right candidate.

Join a growing and supportive construction business.

Modern office environment in Braeside.

Varied role with exposure across multiple areas of the business.

Opportunity to develop your skills and take on additional responsibilities as the business grows.

Be an important part of a team where your contribution is valued.

Opportunity to play an important role in supporting our business systems, compliance and continuous improvement.

If you are an experienced Office Coordinator or Administrator with construction industry experience or exposure, who is organised, reliable and enjoys being at the heart of a busy business, we'd love to hear from you.

Please note that only shortlisted candidates will be contacted.