Job Description 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
