Office Coordinator

Office Coordinator

• Ensure the smooth day-to-day running of the Melbourne office providing additional team support as required
• Welcome visitors answer incoming calls and manage the Melbourne office inbox
• Maintain a clean professional office environment across all areas (reception meeting rooms quiet spaces kitchen)
• Manage incoming and outgoing mail and parcels

Meeting Rooms & Facilities

• Coordinate meeting room bookings for internal and external stakeholders
• Support meeting setup including AV/equipment and catering requirements
• Liaise with building management and external vendors for maintenance and facility needs
• Submit and track work orders for office-related issues

Office Supplies & Upkeep

• Maintain and restock office supplies (pantry snacks stationery coffee machine)
• Manage dishwasher loading/unloading and general kitchen upkeep
• Conduct regular clean-outs of kitchen fridges

Financial & Administrative Tasks

• Process office-related invoices and payments (D365)
• Track office operational spend (spreadsheet)
• Update office noticeboard with events and communications
• Maintain intranet content (staff details security access white cards headshots)
• Manage locker allocations and records

Health Safety & Compliance

• Maintain fire warden and First Aid officer registers
• Coordinate training (fire warden training First Aid refreshers)
• Ensure compliance with Turner & Townsend policies (OHS Risk Sustainability)
• Attend relevant committee meetings and complete required documentation

People Culture & Events

• Support onboarding of new employees (equipment IT setup system access)
• Partner with HR IT and team administrators for seamless onboarding
• Support Melbourne Hub Lead with staff engagement initiatives and culture-building activities
• Coordinate networking events with CBRE operations team
• Assist with planning and delivery of office events (Town Halls client events industry functions)
  • Collaborate with internal committees (Sustainability D&I CSR)

Team Support (PJM Group)

• Provide administrative support to the Project Management (PJM) team as a central point of contact
• Assist with onboarding tasks (IT setup project access SharePoint permissions)
• Support project setup in D365 Teams and filing structures
• Coordinate travel bookings (flights and accommodation) for project teams
• Monitor and follow up on outstanding team requirements (timesheets training client care)

Financial & Reporting Support

• Process Director expense reports
• Manage virtual corporate credit card transactions
• Reconcile project-related expenses and ensure cost recovery

Coordination & Communications

• Organise monthly staff meetings and prepare PowerPoint presentations
• Coordinate team events birthdays milestones and company activities
• Support business development activities (formatting CVs case studies)

Systems & Access

• Create user accounts for Aconex and other project platforms as required

Qualifications :

• 35 years experience in an administrative or office support role
• Proficiency in Microsoft Office (Word Excel PowerPoint Outlook) 
• Strong organisational and multitasking skills
• Excellent communication and interpersonal abilities
• High attention to detail and a proactive approach
• A professional friendly and team-oriented attitude

Additional Information :

Our inspired people share our vision and mission. We provide a great place to work where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy productive and flexible working environment that respects work-life balance. 

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at  our social media conversations for more information about Turner & Townsend and our exciting future projects: 

Twitter

Instagram

LinkedIn

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts are considered property of Turner & Townsend and are not subject to payment of agency order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend there must be a formal written agreement in place and the agency must be invited by the Recruitment Team to submit candidates for review. 

Join our social media conversations for more information about Turner & Townsend and our exciting future projects: 

Twitter

Instagram

LinkedIn

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts are considered property of Turner & Townsend and are not subject to payment of agency order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend there must be a formal written agreement in place and the agency must be invited by the Recruitment Team to submit candidates for review. 

Remote Work :

No

Employment Type :

Full-time