Proactive Office & Admin Coordinator

IPD Group; City of Melbourne; On-site; AUD 48,000 - 62,000; Full time

Benefits offered by this job

Birthday day off

Additional annual leave

Employee discounts

Job summary

IPD Group is seeking an Office Assistant to provide essential administrative and operational support across the business. You’ll be the first point of contact for visitors and customers while supporting finance, operations, field teams, and management with a variety of tasks.

Key duties include managing reception, data entry, invoicing support, and coordinating deliveries with suppliers and subcontractors. Strong communication, organisation, and confidentiality are essential attributes.

Qualifications

• Experience in a service-based environment and administrative support role.
• Strong interpersonal, customer service, written, and verbal communication skills.
• Excellent time management, organization, and multitasking abilities.
• High attention to detail with the ability to maintain confidentiality.
• Capable of managing multiple tasks and priorities effectively.
• Proficient in Microsoft Office Suite, particularly Excel; experience with financial CRM systems is an advantage.

Responsibilities

• Provide administrative and operational support to the Business Unit.
• Manage reception, customer inquiries, and walk-in visitors.
• Maintain accurate records, data entry, and business documentation.
• Support invoicing, claims, procurement, and general financial administration.
• Coordinate deliveries, suppliers, subcontractors, and project documentation.
• Assist with onboarding, compliance, and other employee support activities.
• Manage jobs and sales orders within company systems.
• Build positive relationships with clients, suppliers, and internal stakeholders.
• Ensure effective communication and contribute to smooth day-to-day operations.

Skills

Admin experience

Interpersonal skills

Time management

Confidentiality

Multitasking

Microsoft Office

Tools

Microsoft Office Suite

Excel

Job description

IPD Group is seeking an Office Assistant to provide essential administrative and operational support across the business. You’ll be the first point of contact for visitors and customers while supporting finance, operations, field teams, and management with a variety of tasks.

Key duties include managing reception, data entry, invoicing support, and coordinating deliveries with suppliers and subcontractors. Strong communication, organisation, and confidentiality are essential attributes.