Office Coordinator (Part Time - 20hrs per week)

Veracross; Ohio; On-site; USD 28,000 - 39,000; Part time

Benefits offered by this job

Macbook Pro

32-inch monitor

Adjustable desk and chairs

Job summary

Veracross is seeking a part-time Office Coordinator to ensure smooth daily operations at our on-site offices in Miami and the Gold Coast. This role blends administrative excellence with event planning, records management, vendor liaison, and health & safety compliance to support HR and management.

You will handle calendars, meetings, travel, onboarding, budget tracking, and internal communications, while fostering a positive workplace culture aligned with Veracross values.

Qualifications

• Business/Administration qualification or proven experience in office administration/related role.
• Excellent organisational and multitasking abilities.
• Strong interpersonal and communication skills.
• Proficiency in Microsoft Office Suite and Canva.
• Knowledge of workplace health and safety practices and compliance.
• Experience managing invoices, budgets, and supplier relationships.
• Attention to detail and a proactive, solutions-oriented approach.

Responsibilities

• Manage calendars and schedule internal and external meetings.
• Coordinate office activities and ensure seamless daily operations.
• Provide general administrative and clerical support to management and staff.
• Create, manage and support travel bookings & changes in a timely manner.
• Oversee office supplies, equipment, and general maintenance to ensure a functional workspace.
• Liaise with building management and vendors to resolve facility and maintenance needs.
• Monitor and manage operational expenses within budget.
• Assist with onboarding new employees and preparing welcome materials.
• Coordinate staff training, team events, and employee engagement activities.
• Support IT with equipment orders and delivery.
• Plan and coordinate internal events such as team-building activities, staff celebrations, and company-wide meetings.
• Manage logistics, catering, communications, and setup for events.
• Ensure all events align with company culture and values.
• Create visually appealing presentations, invitations, and internal communications using Canva or similar toolswithin established brand guidelines.
• Support company-wide announcements, newsletters, and internal campaigns.
• Contribute to enhancing workplace culture through clear, engaging communication.
• Provide logistical and administrative support for team projects and company initiatives.
• Assist in tracking progress, deadlines, and deliverables.
• Facilitate collaboration between departments to ensure project success.
• Maintain a safe and compliant workplace in line with health and safety regulations.
• Conduct regular safety checks and coordinate emergency procedures.
• Liaise with building management and external contractors on safety and compliance matters.
• Maintain safety documentation, incident reports, and risk assessments.
• Promote a culture of safety awareness and ensure all staff understand and follow WHS protocols.

Skills

Administration

Event planning

Communication

HR onboarding

Vendor liaison

Education

Business/Administration qualification

Tools

Microsoft Office

Canva

Job description

About Veracross:

Veracross provides SaaS-based School Information Systems (SIS) designed to meet the specific needs of independent K-12 schools worldwide. Our one-record solution combines the power of a fully integrated single-record database, personalized communication tools, and an elegant architecture that is unique in our industry.

We are a growing, values-led community of 350 employees in the US, UK and Australia who share a vision to unify school communities, improve the quality of education, and enhance learning. And we’re succeeding! As of early 2025, we are supporting 3200+ schools in 60 countries.

Veracross is five product brands in one global tech company

• Veracross SISis a one-person, one-record school management platform
• Magnus Healthprovides cloud-based Student Health Record (SHR) solutions
• Digistormconnects with their communities through Digistorm Websites, Digistorm Funnel, and Digistorm Apps.
• Epraiseincentivizes student well-being and connects teachers, students, and families.
• Fireflyprovides an online learning space for students and teachers

Position Overview

The Office Coordinator plays a vital role in ensuring the smooth, safe, and efficient day-to-day operations of the office. This position combines administrative excellence with strong organisational and interpersonal skills to support teams, coordinate office logistics, and foster a positive and compliant workplace environment.

This position is located on-site, out of our office in Miami, Gold Coast.

This is a part-time role, 4hrs per day / 9am to 1pm / 5 days a week, reporting to the HR Manager.

Key Responsibilities

Administrative Support

• Manage calendars and schedule internal and external meetings.

• Coordinate office activities and ensure seamless daily operations.

• Provide general administrative and clerical support to management and staff.

• Create,manageand support travel bookings & changesin a timely manner.

Office Operations

• Oversee office supplies, equipment, and general maintenance to ensure a functional workspace.

• Liaise with building management and vendors to resolve facility and maintenance needs.

• Monitor and manage operational expenses within budget.

Reception Duties

• Greet & welcome visitors to the office

• Manage incoming and outgoing correspondence, including email, mail, and packages.

• Handle inquiries, directing them appropriately.

Records Management

• Maintain accurate records, databases, and filing systems (both physical and digital).

• Ensure document confidentiality and compliance with record-keeping policies.

• Support data entry and administrative record maintenance.

Financial Administration

• Process invoices, purchase orders, and office-related expense claims with Finance.

• Track, reconcile, and report on office expenditures.

HR Support

• Assist with onboarding new employees and preparing welcome materials.

• Coordinate staff training, team events, and employee engagement activities.

• Support IT with equipment orders and delivery.

Event Planning

• Plan and coordinate internal events such as team-building activities, staff celebrations, and company-wide meetings.

• Manage logistics, catering, communications, and setup for events.

• Ensure all events align with company culture and values.

Design & Communication

• Create visually appealing presentations, invitations, and internal communications using Canva or similar toolswithin established brand guidelines.

• Support company-wide announcements, newsletters, and internal campaigns.

• Contribute to enhancing workplace culture through clear, engaging communication.

Project Coordination

• Provide logistical and administrative support for team projects and company initiatives.

• Assist in tracking progress, deadlines, and deliverables.

• Facilitate collaboration between departments to ensure project success.

Workplace Health & Safety Management

• Maintain a safe and compliant workplace in line with health and safety regulations.

• Conduct regular safety checks and coordinate emergency procedures (e.g., fire drills, first aid readiness).

• Liaise with building management and external contractors on safety and compliance matters.

• Maintain safety documentation, incident reports, and risk assessments.

• Promote a culture of safety awareness and ensure all staff understand and follow WHS protocols.

• Business/Administration Qualification or Proven experience in office administration/related role.

• Excellent organisational and multitasking abilities.

• Strong interpersonal and communication skills.

• Proficiency in Microsoft Office Suite and Canva.

• Knowledge of workplace health and safety practices and compliance.

• Experience managing invoices, budgets, and supplier relationships.

• Attention to detail and a proactive, solutions-oriented approach.

The best tools to get the job done!

When you join Veracross, you get a Macbook Pro, a 32-inch monitor, and an adjustable desk and Herman Miller chair for the office.

Growth opportunities!

Veracross is growing fast, allowing you to own your role and grow with us! Operating within a global team, there are opportunities for professional development allowing your skills to grow as the business grows.

Work/life balance

Management encourages taking hour-long lunches and finishing on time and understands that you have a life outside of work. You can take the day off for your birthday and get a $100-a-year allowance for well-being. Massage, anyone?

Parental leave policy

As part of Veracross parental leave policy, you’re eligible for paid leave as a primary parent and secondary parent when you welcome a new child into your family. This is available after 12 months in a full-time role.

Make a difference

Our work makes a positive contribution to our schools, their students and their families around the world!

Snacks, drinks & coffee

Digistorm’s (Veracross) Gold Coast HQ offers a coffee machine, snack bar and fully stocked drinks fridge to keep energy levels high! Vege chips, kombucha, almond milk, cookies; you name it, they have it.

Culture

The Veracross team is fun, relaxed, and sociable, reflected in the casual dress code and social events. The office has an open floor plan, which allows for cross-team communication and a collaborative environment. Join some staff for lunchtime surfing or hit up nearby food spots for a burger by the beach.