Reception & Administration Coordinator

Peoplehub; City of Melbourne; On-site; AUD 39,000 - 47,000; Part time

Job summary

Dairy Australia is seeking a highly organised Reception & Administration Coordinator for its Melbourne Southbank office. This 12-month fixed-term, part-time role runs Monday to Friday, 8:30am–3:00pm.

Job sharing (2–3 days) is welcome; you’ll handle front-of-house duties, employee documentation and general office coordination. You’ll balance receptionist tasks with People & Culture support, ensuring accuracy, confidentiality and a welcoming workplace.

Qualifications

• Experience in administration, office coordination, reception or a similar support role.
• Proven ability to manage documentation, records and administrative processes with a high level of accuracy.
• Strong attention to detail and the ability to identify errors, inconsistencies and missing information.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• Confidence using Microsoft Office applications and working across multiple systems.
• A proactive, customer-focused approach and the ability to work both independently and collaboratively.
• Experience handling confidential information with discretion and professionalism.

Responsibilities

• Prepare, process and maintain accurate employee documentation, records and administrative information.
• Provide administrative support to the People & Culture team, including employment documentation, contract administration, invoice processing and data entry.
• Provide a professional and welcoming front-of-house experience for employees, visitors, contractors and guests.
• Coordinate office administration and workplace services to support the smooth day-to-day operation of the Southbank office.
• Coordinate office resources including meeting rooms, access passes, parking, equipment and pool vehicles.
• Liaise with building management, service providers and suppliers to maintain a safe, efficient and well-organised workplace.
• Support workplace health and safety activities, employee engagement initiatives and office events.
• Maintain accurate records, documentation and administrative processes while handling confidential information appropriately.

Skills

Administration

Office coordination

Reception

Data entry

Attention to detail

Time management

Communication

Tools

Microsoft Office

Job description

Job Description

Description

Where good people grow great futures

At Dairy Australia, we believe in growing great futures - that includes yours. Here, you'll contribute to something bigger: the livelihood of farmers, the sustainability of communities in dairy regions and the future of one of Australia's most vital industries.

Working alongside people whose knowledge and passion run deep, you'll love being part of a team where flexibility matters and support comes in abundance. What's more, we're as invested in your growth as we are in the industry's future.

Whether you're new to the industry or bring years of experience to the table, if you're after work that's practical, challenging and deeply connected to real outcomes, you'll find it at Dairy Australia. To learn more, watch the video below.

Your opportunity

We're looking for a highly organised and detail-oriented Reception & Administration Coordinator to help create a professional, welcoming and well-run workplace for our people, visitors and stakeholders.

This is a 12-month fixed-term, part-time opportunity, working onsite Monday to Friday from 8.30am to 3.00pm. This role is also open for Job Sharing (2 or 3 days per week) - please indicate in your cover letter if you are interested in a job share arrangement.

As the first point of contact for our Southbank office, you'll balance reception responsibilities with office administration, facilities coordination and People & Culture support. While this role offers plenty of variety, success will come from your ability to stay organised, manage competing priorities and maintain a high level of accuracy in everything you do.

You will regularly work with employee documentation, contracts, invoices, records and confidential information, making strong attention to detail and a commitment to quality essential.

This role will suit someone who enjoys administration, takes pride in getting the details right and finds satisfaction in keeping processes running smoothly behind the scenes.

Responsibilities include:

• Prepare, process and maintain accurate employee documentation, records and administrative information.
• Provide administrative support to the People & Culture team, including employment documentation, contract administration, invoice processing and data entry.
• Provide a professional and welcoming front-of-house experience for employees, visitors, contractors and guests.
• Coordinate office administration and workplace services to support the smooth day-to-day operation of the Southbank office.
• Coordinate office resources including meeting rooms, access passes, parking, equipment and pool vehicles.
• Liaise with building management, service providers and suppliers to maintain a safe, efficient and well-organised workplace.
• Support workplace health and safety activities, employee engagement initiatives and office events.
• Maintain accurate records, documentation and administrative processes while handling confidential information appropriately.

About You

You are someone who enjoys administration and takes pride in producing accurate, high-quality work. You have a keen eye for detail, can quickly spot inconsistencies and are comfortable managing multiple tasks while maintaining accuracy and professionalism.

You'll bring:

• Experience in administration, office coordination, reception or a similar support role.
• Proven ability to manage documentation, records and administrative processes with a high level of accuracy.
• Strong attention to detail and the ability to identify errors, inconsistencies and missing information.
• Excellent organiseral and time management skills.
• Strong written and verbal communication skills.
• Confidence using Microsoft Office applications and working across multiple systems.
• A proactive, customer-focused approach and the ability to work both independently and collaboratively.
• Experience handling confidential information with discretion and professionalism.

Why Dairy Australia?

Are you someone who isn't afraid to roll up their sleeves and make things happen? At Dairy Australia, you'll fit right in.

Here, you'll be surrounded by good people who are genuine, down to earth and as driven as you. Our people care - about the work, each other and doing what's right for the industry. You'll see this every day, whether you work in our Melbourne office or in any of our eight dairy regions across Australia.

We believe your best work happens when you're supported to thrive. That's why we focus on creating the right environment for you to make a meaningful impact while maintaining a genuine work-life balance.

What does this mean for you?

• Flexibility that works: Find a better balance with hybrid working across our Southbank office and your home office. Structure your work around what needs to get done - because we know your best work happens when life is in balance.
• Where good people grow: You’ll be part of a close-knit, high-performing team of grounded changemakers, where your expertise is valued and your professional growth is actively encouraged.
• Culture of innovation and care: Here at Dairy Australia, we're open to each other's ideas, we operate with integrity, and we're driven to find the best solutions for our employees and stakeholders - because we're all united by a common purpose.

Join us and help build great futures

We'd love to have you join us.

Please note: As part of Dairy Australia's recruitment process, you may be required to undergo a National Police Check and provide evidence of your right to work in Australia.