Office Coordinator

Keep the office running with precision at one of Ballarat’s leading engineering firms – autonomy to make the role your own!

• Coordinate the all-round office operations/administration – provide first-class support!
• Rewarding, professional opportunity that contributes directly to business success
• Collaborate closely with a dedicated team in a supportive environment

The company
Axiom Consulting Engineers provides services in the fields of Planning and Civil Engineering. They serve as planners, designers and project managers for private developers and public sector bodies. Since 2002, Axiom Consulting Engineers has operated from offices located in Ballarat with more than 30 years of professional experience in the fields of Local Government, Major Infrastructure and Land Development. Axiom aims to deliver projects while satisfying the requirements of all stake holders – the developer, service authorities, Local Council and the general public.

The role
The Office Coordinator will provide professional and efficient front-of-house reception services while supporting the broader administrative and operational needs of the business. As the first point of contact for clients, visitors, and suppliers, the Office Coordinator plays a key role in representing the company’s values, ensuring a welcoming and well-organized office environment.

In addition to the front-of-house services the role is responsible for the day-to-day operations of the office, including accurate financial data entry, payroll processing, document management, scheduling, and general administrative support across the business. The position plays a critical role in maintaining and administering the company’s Quality Management System (QMS), ensuring documentation is current, procedures are followed, and compliance is upheld. This multifaceted role contributes directly to the smooth running of daily operations, providing first level administration support to the engineering team, allowing them to focus their work in their area of expertise.

A can-do attitude and an ability to show initiative is key to success in the role, as you will consistently identify opportunities for improvement across systems and processes within the administrative space. Showcase Axiom’s values – with a committed approach to quality, professionalism, and continuous improvement at all times.

Duties of the role include, but are not limited to:
• First class front-of-house reception service. The first point of call for all enquiries, greeting visitors and clients professionally. Build great relationships with the team and key external stakeholders.
• Proactive all-round administrative support – managing calendars, schedule meetings, prepare documents, manage filing and project documentation.
• Provide outstanding administrative contract management and service delivery support, partnering with the engineering team. Streamline admin systems to enable the engineers to focus on project delivery.
• Autonomous management of the broader office function, sorting mail, ordering supplies, initiating maintenance and upkeep of equipment and furniture. Keep things neat and in order!
• Handle the finances, enter and reconcile invoices, pay bills (promptly!), generate reports (including BAS) to provide advice to management on financial data.
• Process and manage the payroll cycle – maintaining accuracy and up to date records, including leave requests.
• Quality Management System Administration – work with the director to manage, maintain, improve and update documentation as required.

You will be:
• Proactive – demonstrate initiative, a can-do attitude with self-motivation.
• Exceptional at communicating, provide first class and professional service to key stakeholders both internally and externally.
• An experienced administrator with a proven track record in running an all-round office function. A high attention to detail.
• Competent in managing the bookkeeping and finance function of a small business, possessing hands on skills and experience in performing the accounts payable, accounts receivable, and payroll functions (Xero experience preferred but not essential)
• Familiarity with quality management systems and continuous improvement
• Proficient in the use of MS Office Suite

An outstanding career opportunity to work with one of Ballarat’s leading engineering firms – contribute directly to the success of the team with your outstanding administrative support!

Inspired? For further information contact our office on 03 5331 1734. A position description is available by clicking ‘download position description’ . To apply, simply click on ‘apply for position’ – applications will be assessed on submission.