Senior Office Coordinator for Leadership Team

Viva Energy Australia; Adelaide; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Flexible work arrangements

Parental leave and additional leave

Job summary

Viva Energy Retail in Adelaide seeks an organised Office Manager/Team Coordinator to provide essential administrative support across the Retail Leadership Team. You will help with planning, meetings, travel, events, and engagement activities, ensuring smooth operations.

Key responsibilities include coordinating leadership forums, preparing materials, managing travel and expenses, and maintaining schedules. The role requires strong organisation, proactive communication, and the ability to work

Qualifications

• Experience in Office Manager, Team Coordinator or Administration roles.
• Experience supporting senior stakeholders or leadership teams.
• Strong organisational and planning skills with the ability to manage multiple priorities.
• Excellent attention to detail and proactive follow-through.
• Strong communication and relationship-building skills.
• Ability to work independently and collaboratively across a broad range of stakeholders.

Responsibilities

• Provide shared administrative support for the Retail Leadership Team,
• Coordinate Retail Leadership Team forums including meetings, planning sessions, offsites and other leadership activities.
• Prepare meeting agendas, packs, materials and logistics, maintaining forward planning and key dates.
• Coordinate travel bookings and expense submissions for the Retail Leadership Team.
• Develop a weekly view of travel, site visits and key meetings, identifying scheduling conflicts.
• Coordinate Adelaide-based Retail events including town halls and offsites, managing venues and communications.
• Coordinate recognition programs, awards and engagement initiatives including merchandise and distribution.
• Build relationships across the Retail Leadership Team and wider business, anticipating needs and providing high service levels.
• Balance competing priorities across office management and team coordination with strong attention to detail.

Skills

Office management

Coordination

Stakeholder support

Communication

Tools

Microsoft Office

Microsoft Teams

Job description

Viva Energy Retail in Adelaide seeks an organised Office Manager/Team Coordinator to provide essential administrative support across the Retail Leadership Team. You will help with planning, meetings, travel, events, and engagement activities, ensuring smooth operations.

Key responsibilities include coordinating leadership forums, preparing materials, managing travel and expenses, and maintaining schedules. The role requires strong organisation, proactive communication, and the ability to work