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
