Service Operations Coordinator - Design Team

Victorian Electoral Commission; City of Melbourne; On-site; AUD 101,000 - 114,000; Full time

Benefits offered by this job

Hybrid work arrangements

Job summary

The Victorian Electoral Commission is seeking a Design Services Operations Coordinator to support the design team in delivering high-quality products for electoral events and priorities. You will coordinate incoming design work, translate requirements into briefs and schedules, and work with designers, clients and providers to keep projects on track.

Reporting to the Service Operations Manager, you will manage project tracking, QA and approvals, prioritise requests and communicate progress to

Qualifications

• Demonstrated experience coordinating multiple projects and competing priorities in a fast-paced environment.
• Strong written communication skills for briefs, plans, reports and stakeholder communications.
• Excellent stakeholder engagement skills and ability to build relationships across teams.

Responsibilities

• Coordinate incoming design work and translate stakeholder requirements into briefs, schedules and project plans.
• Work with designers, internal clients and external providers to manage workflows and project tracking.
• Coordinate quality assurance and approvals and monitor project timelines.
• Communicate project status and delivery expectations to stakeholders.

Skills

Project coordination

Stakeholder engagement

Written communication

Microsoft Office

Organisational skills

Job description

Job Details

• Fixed-term opportunity (until December 2026)
• VPS Grade 4 $100,894 - $114,476 plus superannuation
• Location : Bertie Street Print Workshop and Offices, Port Melbourne
• Hybrid working arrangements available

Why join us

At the Victorian Electoral Commission (VEC) we are not just about elections, we are about enabling all Victorians to actively participate in their democracy. The VEC conducts state and local council elections and is responsible for promoting public awareness and understanding of electoral issues in the Victorian community. Our goal is to be change ready and responsive to legislative changes and community expectations in a dynamic and complex operating environment. We provide a values driven workplace culture with a passion for excellence and innovation in the services we provide. We offer a supportive environment that encourages professional development and provide opportunities to broaden your experience through internal working groups and committees across VEC branches.

About this opportunity

Reporting to the Service Operations Manager, Design the Service Operations Coordinator plays a critical role in supporting the efficient operation of the VEC's Design function. This role coordinates incoming work, project schedules and stakeholder requirements, enabling the design team to deliver high-quality products and services that support electoral events and organisational priorities.

About the team

The Design team, within our Event Strategy and Delivery portfolio at VEC, is responsible for delivering creative, print and visual communication solutions that support the VEC's electoral operations and stakeholder engagement activities. The team works closely with business units across the organisation to develop high-quality products that help ensure Victorian elections are delivered effectively and professionally.

A day in the life of a Service Operations Coordinator

You will be the central coordination point for incoming design work, translating stakeholder requirements into clear briefs, schedules and project plans that support the delivery of design projects. Working closely with designers, internal clients and external providers, you will help manage project workflows, maintain project tracking systems and coordinate quality assurance and approval processes.

No two days are the same. You may be facilitating briefing sessions, prioritising competing requests, monitoring project timelines, supporting resource planning discussions or communicating with stakeholders about project status and delivery expectations. Success in this role comes from staying organised, building strong working relationships and ensuring projects move smoothly from concept through to delivery.

About you

• Demonstrated experience coordinating multiple projects and competing priorities in a fast-paced environment.
• Strong written communication skills, with the ability to prepare project briefs, plans, reports and stakeholder communications.
• Excellent stakeholder engagement skills, with the confidence to build relationships, manage expectations and work collaboratively across teams.
• Experience using project management and workflow tracking systems, along with strong digital literacy across Microsoft applications.
• Well-developed organisational and problem-solving skills, with the ability to navigate ambiguity and identify practical solutions.
• A proactive and collaborative team player who contributes positively to team culture and continuous improvement.

We are particularly interested in candidates who can demonstrate the below capabilities; however, Key Selection Criteria responses are not required as part of your online / written application.

• Excellent written communication skills and applied ability to write content for project plans, briefs, presentations, proposals and reports.
• Demonstrated understanding of the project lifecycle from intake and briefing through to delivery.
• Proven planning and organisational skills, including the ability to coordinate multiple projects simultaneously in a fast-paced studio (or similar) environment.

Interviews for shortlisted candidates will commence this week for this 4 month (approx.) opportunity working with our busy design team. Candidates with immediate availability to commence should make this clear in their application

Applications close at 11 : 59pm on Thursday 10 September

Diversity and inclusion

We highly encourage Aboriginal and Torres Strait Islander people, people with disabilities and culturally and linguistically diverse people to apply. We are committed to diversity and inclusion in our workplaces with the people we employ, and at the ballot box with the people we serve. We aim to create a workplace that is inclusive, equitable, and safe for all.

We understand that candidates may need adjustments in the recruitment process and / or workplace. For any questions or request for accommodations, please e-mail [e-mail]

Pre-employment checks

Successful applicants will be required to satisfy character clearance requirements including, but not limited to, Nationally Coordinated Criminal History Check (NCCHC) and working with children check. In accordance with Section 17A of the Electoral Act 2002, the VEC may ask applicants to disclose specific political activities that could compromise the perceived independence of the organisation. Learn more about disclosing political activities.

VEC contact details

For further information please contact Taryn Buckley, Senior Manager Recruitment Services via [e-mail].