Sydney Office & Project Coordinator – Projects & Operations

AspenTech; Sydney; On-site; AUD 60,000 - 80,000; Full time

Job summary

AspenTech is seeking an organized Office Administrator / Project Coordinator to support its Sydney office. You’ll handle front-desk duties, meeting logistics, supplier coordination, and travel planning while assisting project teams with documentation and scheduling.

You will collaborate with project managers and stakeholders to monitor milestones, maintain records, and ensure efficient office operations, enabling project teams to deliver critical infrastructure projects.

Qualifications

• Bachelor's degree, diploma, or equivalent experience in Business Administration, Bookkeeping, Office Administration, or a related discipline.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Project.
• Familiarity with collaboration and project management platforms such as SharePoint, Jira, and Confluence.
• Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities.
• Strong written and verbal communication skills, with a professional and customer-focused approach.
• Self-motivated, proactive, and capable of working independently while collaborating effectively with diverse stakeholders.
• Positive attitude and commitment to delivering high-quality administrative and project support.
• A genuine interest in developing a career in project coordination, project management, or PMO functions.

Responsibilities

• Serve as the first point of contact for visitors, customers, and incoming calls, ensuring a professional reception experience.
• Coordinate meeting room bookings, office setup, and customer visit arrangements.
• Organize training room facilities, including catering and refreshment requirements.
• Maintain staff calendars and schedules using Microsoft365 applications.
• Coordinate domestic and international travel arrangements for employees.
• Manage office action registers and schedules for maintenance, payroll-related activities, and recurring services.
• Act as Fire Warden and support workplace health and safety requirements.
• Liaise with suppliers, contractors, service providers, and global teams to ensure smooth office operations.
• Manage office procurement activities, including office supplies, kitchen consumables, and general stock replenishment.
• Coordinate and oversee third-party services such as cleaning, plant maintenance, courier services, document destruction, photocopiers, and other facilities vendors.
• Collect and distribute incoming mail, receive deliveries, and manage office access cards.
• Maintain office asset and equipment registers and coordinate secure offsite document storage.
• Arrange office repairs and facilities maintenance as required by coordinating with the facilities team.
• Ensure pantry and kitchen areas remain clean, stocked, and well-maintained.
• Provide administrative and coordination support to Project Managers and Team Managers.
• Assist with resource scheduling and project planning activities.
• Organize and facilitate project meetings, customer workshops, and internal stakeholder meetings.
• Monitor and track project actions, milestones, deliverables, and reporting requirements.
• Prepare, maintain, and distribute project documentation in accordance with company project management methodologies.
• Support project site access requests and compliance-related activities.
• Create purchase requisitions and assist with customer invoicing processes.
• Support project initiation, setup, governance, and ongoing administration across multiple projects and programs.

Skills

Organizational skills

Communication

Independent worker

Customer-focused

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook, Project)

SharePoint

Jira

Confluence

Job description

AspenTech is seeking an organized Office Administrator / Project Coordinator to support its Sydney office. You’ll handle front-desk duties, meeting logistics, supplier coordination, and travel planning while assisting project teams with documentation and scheduling.

You will collaborate with project managers and stakeholders to monitor milestones, maintain records, and ensure efficient office operations, enabling project teams to deliver critical infrastructure projects.