Senior Office Coordinator

A leading Melbourne architecture and design studio is seeking a Senior Office Coordinator to be the heartbeat of its creative workplace. This is a hands-on, people-first role where you’ll support studio operations, leadership, and culture- creating a welcoming, efficient environment where teams thrive.

What you'll do:

As Senior Office Coordinator, you will be entrusted with creating an organised, efficient, and welcoming environment that enables every member of the studio to flourish. Your day-to-day responsibilities will centre on supporting both operational needs and cultural initiatives-ensuring everything from facilities management to event planning runs seamlessly.

• Oversee the day-to-day operations of the studio, ensuring all equipment and facilities are maintained to the highest standards so that the workspace remains organised and efficient.
• Provide advanced administrative support to both studio leadership and team members, facilitating smooth workflows across all levels of the organisation.
• Manage studio facilities by liaising with external vendors for maintenance and service needs, guaranteeing timely resolution of any issues that arise.
• Monitor office-related expenses and process invoices accurately, maintaining budget alignment through diligent tracking and reporting.
• Take responsibility for inventory management by ordering office supplies, controlling stock levels, and ensuring resources are always available when needed.
• Collaborate closely with IT colleagues to maintain functioning office equipment and systems, troubleshooting basic technical issues as they occur.
• Ensure compliance with Occupational Health & Safety standards by maintaining a safe, clean studio environment that supports wellbeing for all staff.
• Assist payroll processes by overseeing timesheet reporting to ensure accuracy and timeliness in staff payments.
• Coordinate onboarding and induction activities for new staff members, delivering a smooth and professional experience that sets them up for success from day one.
• Lead planning and delivery of studio events, training sessions, and cultural initiatives designed to strengthen team bonds and promote an inclusive workplace.

What you bring:

You bring not only technical proficiency but also interpersonal warmth-balancing independent initiative with responsiveness to collective goals. Your attention to detail ensures nothing slips through the cracks while your communication style builds trust across teams.

• Demonstrated experience of 2–3 years in administration or coordination roles within creative or design-focused environments is highly desirable for this position.
• Exceptional organisational skills paired with outstanding time management abilities enable you to handle multiple priorities efficiently without compromising attention to detail.
• Proven capability to work independently while remaining responsive to team needs in a busy studio setting ensures you can adapt quickly as requirements evolve.
• Excellent written and verbal communication skills allow you to interact professionally with colleagues at all levels as well as external partners.
• Confidence using Microsoft Office applications alongside basic IT troubleshooting skills means you can resolve everyday technical challenges promptly.
• A proactive approach combined with a positive attitude helps you foster collaboration among colleagues while contributing enthusiastically to workplace culture initiatives.
• Genuine interest in building an inclusive environment where everyone feels valued supports your commitment to nurturing team spirit throughout the studio.
• Experience managing budgets or processing invoices demonstrates your dependability when handling financial tasks related to office operations.
• Ability to coordinate onboarding processes shows your sensitivity towards new starters’ experiences as they integrate into the team.
• Familiarity with Occupational Health & Safety standards highlights your sense of responsibility towards maintaining safe working conditions.

Aboriginal and Torres Strait Islander Peoples are encouraged to apply.
To apply please click apply or call Lucas Aparo on 03 8628 2118 for a confidential discussion.