Office & Project Administrator

Aspen Technology, Inc.; Bedford (MA); On-site; USD 50,000 - 75,000; Full time

Job summary

Aspen Technology, Inc. seeks an organized Office Administrator / Project Coordinator to support daily operations, office facilities, and project teams. The role offers growth in project coordination and PMO activities for infrastructure delivery projects.

Responsibilities include meeting planning, travel arrangements, documentation, and cross-team coordination using Microsoft 365, SharePoint, Jira, and Confluence.

Qualifications

• Bachelor's degree or diploma in business administration or related field.
• Strong proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Project).
• Experience coordinating projects and managing schedules across teams.

Responsibilities

• Coordinate office operations and facilities for efficiency and safety.
• Provide administrative support to project managers and teams.
• Organize meetings, workshops, and travel arrangements for staff.
• Track actions, milestones, and deliverables across multiple projects.
• Prepare project documentation and assist with invoicing processes.
• Liaise with vendors and service providers to ensure smooth operations.

Skills

Microsoft Office

Project coordination

Calendar management

Communication skills

Detail orientation

Travel coordination

Vendor liaison

Education

Bachelor's degree or diploma in business administration

Tools

SharePoint

Jira

Confluence

Microsoft Project

Job description

The driving force behind our success has always been the people of AspenTech. What drives us, is our aspiration, our desire and ambition to keep pushing the envelope, overcoming any hurdle, challenging the status quo to continually find a better way. You will experience these qualities of passion, pride and aspiration in many ways - from a rich set of career development programs to support of community service projects to social events that foster fun and relationship building across our global community.

The Role

We are seeking a highly organized, proactive, and customer-focused Office Administrator / Project Coordinator to support the day-to-day operations of our Sydney office while assisting project teams with coordination and administration activities. This is an excellent opportunity for someone looking to develop their career in project coordination and project management with the ability to help teams operate at their best delivering systems to critical infrastructure owners in the Energy Industry. In this role you'll have significant latitude to innovate, and build your data based analytical skills, while also finding ways for the office to be more efficient.

Your Impact

Office Administration & Facilities Coordination

• 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 Microsoft 365 applications.
• Coordinate domestic and international travel arrangements for employees.
• Manage office action registers and schedules for maintenance, repairs, 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.

Project Coordination & Administrative Support

• 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.

What You'll Need

• 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.