Office & Operations Coordinator

Probiotec; Greater Dandenong; On-site; AUD 70,000 - 90,000; Full time

Job summary

Probiotec is seeking an administrative and HR support professional at our Greater Dandenong site to coordinate recruitment, onboarding, and records. You will provide hands‑on support across Production, Warehousing and Co‑Packing operations while liaising with contractors and suppliers.

The role requires strong Microsoft 365 skills, high discretion with confidential information, and the ability to manage multiple priorities.

Qualifications

• Tertiary qualification in Business, Operations, Logistics, Management, or a related field.
• Fluency in Vietnamese is preferred to support site workforce communication.
• Strong computer literacy with AI tools to streamline administrative workflows.
• Excellent organisation and time management; able to handle competing priorities.

Responsibilities

• Coordinate job advertisements, candidate screening and interview scheduling
• Facilitate new starter onboarding, including inductions, system set-up and paperwork
• Support employee records administration, with strict confidentiality
• Keep candidates informed and support hiring managers throughout the process
• Support employee engagement, workplace culture initiatives
• Provide hands‑on administrative support across Production, Warehousing, and general Co‑Packing operations
• Liaise with contractors, suppliers and service providers
• Help keep registers, trackers and compliance records accurate and up to date
• Take ownership of special projects and provide hands‑on support wherever needed across the business

Skills

Vietnamese language

Microsoft 365

Administration

Data entry

Project coordination

Education

Bachelor’s or higher in Business/Operations/Logistics/Management or related field

Tools

AI tools

Internal systems

Digital tools

Job description

Probiotec is a leading provider of contract manufacturing and packing services in the pharmaceutical and associated sectors, providing best-in-class solutions to a diverse range of clients.Since beginning operations in 1997, Probiotec has quickly emerged as a leading manufacturer and packer of a diverse, high-quality range of prescription (‘Rx’) and over-the-counter (‘OTC’) pharmaceuticals, complementary medicines and consumer health products.

The business is also one of Australia’s largest packing companies, offeringa multitude of packing services – including primary, secondary & co-packing capabilities as an end-to‑end manufacturing and packing partner. With 3 sites across Australia including Probiotec Pharma, LJM and Probiotec Multipack, the group is responsible for employing over 1000 employees nationwide. As a leader in Australian manufacturing and packing services, Probiotec provides innovative healthcare products that improve the lives and well‑being of our customers.

Key Responsibilities

Recruitment & HR Support

• Coordinate job advertisements, candidate screening and interview scheduling
• Facilitate new starter onboarding, including inductions, system set-up and paperwork
• Support employee records administration, with strict confidentiality
• Keep candidates informed and support hiring managers throughout the process
• Support employee engagement, workplace culture initiatives

Operations Support

• Provide hands‑on administrative support across Production, Warehousing, and general Co‑Packing operations
• Liaise with contractors, suppliers and service providers
• Help keep registers, trackers and compliance records accurate and up to date

Ad Hoc Projects

• Take ownership of special projects and provide hands‑on support wherever needed across the business

Qualifications

• Tertiary qualification in Business, Operations, Logistics, Management, or a related field
• Fluency in Vietnamese is preferred, to support day‑to‑day engagement and communication across our predominantly Vietnamese‑speaking site workforce.
• Strong computer literacy (Microsoft 365, internal systems, digital tools); familiarity or experience using AI tools to streamline administrative workflows is a big plus.
• Strong organisation, time management and the ability to juggle competing priorities
• High level of discretion with confidential and sensitive information
• Attention to detail and accuracy
• Proactive, flexible approach with a “can do” attitude