Join the ECMS Team: Administration Coordinator Support safe, well-maintained environments. Coordinate with purpose. Help our services thrive. ECMS’ philosophy is simple; we foster lifelong learning. As a for-purpose organisation, with 76 Kindergartens and Early Learning and Care Centres, we impact the lives of more than 6,500 Victorian children each week. This Administration Coordinator role sits within our Corporate Services team, providing day-to-day administrative support to activities that safeguard and strengthen ECMS’s operational foundations. Reporting to the CFO and working closely with the Facilities & Maintenance Manager, the scope of admin support includes contractor liaison, documentation management, data collection and reporting, and the development of, standard operating procedures (SOPs) and related systems and processes. The role will also provide shared services administrative support to the Northcote Office. You’ll play a key role in keeping the team organised, on track and operating efficiently, while also having the opportunity to contribute to key projects and priority initiatives. It is a hands-on, fast-paced administrative role that requires strong digital capability, confidence working across systems, adaptability to evolving technologies, and the ability to operate with agility. What will you do? Support reporting, procurement and compliance processes, including maintaining systems, registers and documentation You enjoy keeping information organised, accurate, and up to date, ensuring processes run smoothly Coordinate quotes and invoices, and support audit and budget requirements You take satisfaction in managing financial details and ensuring everything is ready for audits and budgets Provide administrative and coordination support across projects and planning activities You excel at juggling multiple tasks, helping projects stay on track, and keeping teams supported Contribute to SOP development and continuous improvement initiatives You like identifying ways to improve processes and putting practical systems in place for the team Support facilities and maintenance operations, including contractor coordination and tracking works You enjoy coordinating schedules and making sure maintenance tasks are completed on time Assist with audits and monitor progress and completion of maintenance activities You take pride in following up on tasks, tracking progress, and ensuring nothing falls through the cracks Provide administrative support to the facilities function, including calendar coordination You are organised and proactive, keeping schedules running smoothly and supporting day-to-day operations Support general office management for head office You enjoy contributing to a well-run office and helping colleagues as needed About you Certificate III or IV in Business Administration, or equivalent demonstrated experience in a similar administrative support role,ideally supporting senior leaders Advanced proficiency in Excel (including data analysis, tracking systems) , with strong capability across Microsoft 365 (SharePoint, Teams, Word, Outlook) Ability to adapt to changing technologies and environments Experience supporting senior leaders in a large organisation Excellent organisational and time management skills, able to prioritise competing tasks and manage multiple workloads efficiently Strong interpersonal and communication skills, with the ability to engage confidently with senior management, colleagues, and external partners Why ECMS? Opportunities for career growth, including exposure to high-calibre colleagues and diverse projects. 2% professional development budget—tailored learning opportunities to suit your goals. Flexibility with work, including hybrid work arrangements and opportunities to visit our services. Ability to make a positive impact in our communities – we’re a proud place based, for purpose, not for profit, who put people at the centre of our work. Generous benefits – 50% childcare discount, discounts to hundreds of major retailers, paid parental leave. We have a supportive and inclusive culture where everyone feels valued and appreciated – 84% of our team recommend ECMS as a great place to work! Join us in shaping the future of early education! ECMS is committed to promoting the safety, wellbeing, and inclusion of all children. We strongly encourage applications from Aboriginal and Torres Strait Islander peoples and individuals from diverse communities and backgrounds. To apply, please attach your resume and a cover letter detailing your suitability for this role. Applications will be reviewed on a rolling basis. Apply now Share Save Job
