Part-time Office Coordinator

Shelley Wagstaff; Gosford; On-site; AUD 40,000 - 56,000; Part time

Job summary

Shelley Wagstaff is seeking a senior administrator/office manager/executive assistant to support a director in Erina. The role offers autonomy, day-to-day operations, inbox and diary management, and client administration.

Initially part-time with potential to grow, the position requires five years' experience, discretion with confidential information, and strong communication with clients and senior stakeholders. Payroll and Xero/MYOB experience are valuable as the business grows.

Qualifications

• Minimum five years of experience in senior administration, office management or executive assistance.
• Experience handling confidential information with discretion.
• Ability to manage competing priorities and take ownership of tasks.
• Strong communication with clients, colleagues and senior stakeholders.
• Payroll experience with Xero or MYOB is advantageous.

Responsibilities

• Manage inbox and director’s diary.
• Coordinate meetings and travel arrangements.
• Prepare correspondence, proposals and service agreements.
• Oversee client onboarding and maintain records across systems.
• Track milestones, coordinate recruitment and develop onboarding processes.
• Assist with finance coordination, bookkeeping and payroll.

Skills

Senior administration

Office management

Executive assistance

Confidential handling

Client communication

Tools

Xero

MYOB

Payroll

Job description

You're the person who sees what needs doing and gets things moving. You enjoy bringing order to a busy day, staying one step ahead and making life easier for the people you support. With at least five years' experience as a senior administrator, office manager or executive assistant, you're comfortable taking ownership, managing competing priorities and handling confidential information with care.

You're warm, approachable and confident communicating with clients, colleagues and senior stakeholders. You pick up new systems quickly and enjoy finding better ways to get things do­? Wait sorry, in sentences correct? Actually proceed no, creative rendering? not needed, we will just keep content as per description. Actually the correct sentence should say: ... I'll keep concise. Apologies. ... I will now do this again. Ok.

You're warm, approachable and confident communicating with clients, colleagues and senior stakeholders. You pick up new systems quickly and enjoy finding better ways to get things done. Experience in a professional services environment would be valuable, along with hands-on payroll and Xero or MYOB experience to draw on as the role develops.

About You

You're the person who sees what needs doing and gets things moving. You enjoy bringing order to a busy day, staying one step ahead and making life easier for the people you support. With at least five years' experience as a senior administrator, office manager or executive assistant, you're comfortable taking ownership, managing competing priorities and handling confidential information with care.

You're warm, approachable and confident communicating with clients, colleagues and senior stakeholders. You pick up new systems quickly and enjoy finding better ways to get things done. Experience in a professional services environment would be valuable, along with hands-on payroll and Xero or MYOB experience to draw on as the role develops.

About the Role

Working closely with the Director, your initial focus will be on executive assistance and client administration, with plenty of autonomy to keep day-to-day operations running smoothly and free him up to focus on what he does best. You'll manage his inbox and diary, coordinate meetings and travel, and prepare correspondence, proposals and service agreements. You'll also look after client onboarding and maintain accurate, up-to-date records across the practice's systems. As new priorities emerge, you'll help track strategic milestones, coordinate recruitment and develop practical onboarding processes for team members. Over time, your responsibilities will expand to include finance coordination, drawing on your bookkeeping and payroll experience. The position will initially be part time, with the opportunity to increase your hours as the business grows, if that suits you.

About the Company

Based in Erina, this specialist consultancy helps clients manage the design, construction and operation of building systems across healthcare, retail, commercial, data centre and residential projects.

The business has experienced consistent and significant growth over the past three years. This brand-new position has been created to help it continue that momentum, putting the people, processes and structure in place for its next stage.

You'll join at a time when your experience and ideas can make a real difference. If you're looking for variety, close working relationships and the opportunity to shape a newly created role, I'd love to hear from you.