PD: OFFICE COORDINATOR (SYDNEY) 1 POSITION DEPARTMENT ISSUE DATE PD: OFFICE COORDINATOR (SYDNEY) Workplace Operations 10/25 PROFILE Your appointment as Office Coordinator is made in consideration of the provision of professional services. The role is responsible for ensuring the smooth and efficient operation of the Time & Place Sydney office, encompassing administration, executive support and facilities management while consistently delivering a high standard of customer service and team support. This position reports directly to the Operations Manager & EA, with an indirect reporting line to the NSW Director. SHARED TEAM VALUES We expect all staff to contribute to the T&P business through: – Assisting Management with improving business processes and systems. – Understanding and championing the T&P team values. − Considered – We act with purpose and careful thoughtfulness. − Aspirational – We aim to work in a constant state of learning to continue to grow our people, our projects and the method in which we work to provide greater efficiency, effectiveness and innovation. − Knowledgeable – We are naturally curious and have aspirations to further develop our people, our projects and our methods. To be regarded as distinct leaders in project & development management and as a developer that is universally regarded for a design aesthetic and quality. − Collaborative – We aspire to partner with quality business and service partners to identify, create & deliver distinctive property. − Respectful – We treat everyone with humility, integrity, and genuine respect valuing different perspectives, backgrounds, and experiences. − Trustworthy – We operate with honesty, openness and respect, ensuring we deliver full value for owners & occupiers alike. – Contributing to T&P position in wider market awareness and positioning; and – T&P staff mentoring and overall contribution to the team as a member of the business. PD: OFFICE COORDINATOR (SYDNEY) 2 KEY INTERACTIONS This role engages and collaborates with a wide range of stakeholders including T&P employees, project teams, building management, maintenance providers, consultants, contractors, and workplace service partners. KEY SELECTION CRITERIA MANDATORY Minimum Qualifications: Studies in business administration and/or management, desired but not essential. Must have demonstrated relevant expertise and experience: – Proven experience in similar role supporting senior management. office operations and administration. – Exceptional customer service and professional interpersonal approach. – Strong administrative experience with intermediate to advanced Microsoft office skills (Word, Excel, PowerPoint, SharePoint. KEY COMPETENCIES – Highly organised with the ability to manage competing priorities in a collaborative environment. – Strong desire to foster a positive, engaged and inclusive workplace culture. – Excellent planning, problem-solving, and process improvement skills. – Attention to detail with a methodical and logical approach to tasks. – Strong written and verbal communication skills and professional discretion. – Adaptable, self-motivated, and able to act independently with sound judgment. – Strong knowledge of office management procedures and best practices. – Experience in diary and calendar management advantageous. – Proficiency in Microsoft Office Suite, databases, and other relevant software. – Experience in troubleshooting technology issues and managing IT support processes CORE RESPONSIBILITIES The Office Coordinator provides key assistance to the Sydney team, overseeing office operations, administration, and service support to ensure the workplace runs efficiently. They manage office maintenance and facilities, maintaining strong relationships with vendors, service providers, and contractors, and provide first-level IT and AV support, escalating issues as necessary. The role also supports the Operations Manager and EA with ad hoc tasks and projects, contributing to the smooth functioning of the office and the broader team. The Office Coordinator is a full-time position with onsite presence at the Sydney office. PD: OFFICE COORDINATOR (SYDNEY) 3 DUTIES OF OFFICE COORDINATOR Office Management – Oversee the Sydney office’s administration and operational functions, ensuring a smooth and efficient workplace. – Act as the main point of contact for guests and visitors, coordinating meeting room bookings and front-of-house presentation. – Communicate director scheduling and internal team movements to ensure alignment across the business. – Assist with diary coordination and calendar management for key team members. – Maintain workplace presentation across meeting rooms, kitchen, and common areas, ensuring timely resolution of maintenance issues. – Organise Sydney team events, presentations, and team-building activities, and support the planning of group-wide internal and external events. – Manage mail handling, deliveries, and courier coordination, maintaining accurate records as required. – Coordinate supplier relationships and office supply procurement within budget. – Support HR processes, including onboarding and offboarding of Sydney team members. – Communicate building and precinct updates to ensure the team remains informed and engaged. Facilities Management – Maintain strong relationships with building management, vendors, and contractors to support seamless facilities operations. – Manage building access, security, and maintenance requirements, resolving issues promptly to minimise disruption. – Oversee the maintenance of office and IT equipment, coordinating with suppliers and service providers as needed. – Track office inventory and assist in office relocations when required. Administration – Provide administrative support to senior management and project teams, including correspondence, document preparation, and minute taking. – Maintain accurate contact lists, registers (access cards & End of Trip facilities) and group databases to ensure information integrity. – Manage Sydney team corporate credit card reconciliations and transport/ taxi accounts. – Assist in preparing Expressions of Interest and bid documentation. – Assist in the tracking of the office budget and identify opportunities for process improvements and cost efficiencies. – Ensure effective document and record management systems are maintained and compliant. – Contribute to and support the ongoing development and improvement of corporate systems and resources. – Undertake additional administrative tasks or projects as directed by the Operations Manager & EA, or Sydney management team. PD: OFFICE COORDINATOR (SYDNEY) 4 DUTIES OF OFFICE COORDINATOR Event Planning – Coordinate social and corporate events, milestone celebrations, and team meetings. – Support logistics for national company events and Sydney group training programs. – Manage Sydney team and project meetings including agenda setting, minute taking, and action follow-up. – Assist with WHS and First Aid compliance sessions and “lunch and learn” series workshops. Systems and IT – Serve as the first point of contact for IT and AV support, escalating to the IT service provider when required. – Set up laptops and welcome packs for new starters, ensuring all technology and access requirements are met. Authority to Act The Office Coordinator is authorised on behalf of Time & Place as follows: – To arrange ordering of stationery, catering, and office supplies up to $500 (Orders exceeding $500 require prior approval from the Operations Manager & EA or NSW Director) – Authorised to request information, quotes, and approve supplier or facility management services relating to the Sydney office. – Execution of agreements with group-wide implications occurs in conjunction with the Operations Manager & EA and/or Director. WH&S – Ensure personal work practices comply with relevant WHS legislation, Codes of Practice, and internal procedures. – Conduct monthly WHS walkthroughs, register hazards, and oversee prompt rectification of issues within the OH&S framework. – Act as Fire Warden and First Aid Officer, ensuring all team members are trained in emergency and evacuation procedures and all incidents are managed appropriately.
SYDNEY
Level 13
56 Pitt Street,
Sydney, NSW, 2000
Australia
Tel: +61 2 9146 6660
AUCKLAND
9 Huron Street
Takapuna
Auckland,0622
New Zealand
Tel: +64 9 977 9762
MELBOURNE
Olderfleet Building,
Level 35, 477 Collins Street, Melbourne, VIC, 3000 Australia
Tel: +61 3 9005 3908
TASMANIA
Level 3,
85 Macquarie Street,
Hobart, TAS, 7000
Australia
LONDON
2 Portman Street, London
W1H 6DU,
United Kingdom
Tel: +44 20 3757 5000
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