Office and Client Coordinator - Sydney

Office and Client Coordinator - Sydney

Company: knowmore legal service Location: Sydney NSW Work type: contract Hours: Full time Remote/on-site: onsite

knowmore is a national independent community legal centre offering free legal information, advice, representation, referrals, financial counselling, and systemic advocacy for victims and survivors of child sexual abuse. Since 2022, knowmore has expanded its services to include legal advice and financial counselling for individuals applying to the Territories Stolen Generations Redress Scheme, and free legal advice for survivors of child sexual abuse not eligible for the National Redress Scheme. The organisation continues to provide free legal advice and financial counselling in relation to the National Redress Scheme.

knowmore operates with a multidisciplinary model, integrating lawyers, intake officers, social workers, counsellors, Aboriginal and Torres Strait Islander engagement advisors, and financial counsellors. This approach ensures trauma-informed, client-centred, and culturally safe legal assistance. Services are delivered via a national phone line and face-to-face in key locations, supported by outreach and community engagement across Australia. knowmore has offices in Sydney, Melbourne, Brisbane, Adelaide, Perth, and Darwin.

This is a 12-month fixed-term role.

About the Role We are seeking a calm, organised, and client-focused professional to provide frontline support, office coordination, and administrative assistance within a busy, purpose-driven environment. This role is ideal for someone who enjoys variety, communicates with warmth and professionalism, and can confidently support clients, colleagues, and operational processes with care and discretion.

The role reports directly to the Manager, who is responsible for its management. The position involves collaborative work within the team to ensure comprehensive support for the offices.

Duties and Responsibilities:

• Welcome and support walk-in clients, assessing their needs and directing them to the appropriate service pathway.
• Respond professionally to high-volume phone and email enquiries, triaging, prioritising, and escalating urgent matters as required.
• Support clients who may be distressed or experiencing complex circumstances using trauma-informed, respectful, and confidential practices.
• Maintain a high standard of accurate client records, correspondence, and documentation within organisational systems.
• Coordinate meeting rooms, mail, file transfers, and administrative processes to support effective service delivery.
• Provide practical office coordination support, including travel bookings, ordering supplies, procurement, event support, onboarding, offboarding, and general operational assistance.
• Liaise with IT to address office technology needs.
• Support workplace health and safety activities, including audits, safety procedures, building management liaison for maintenance and safety issues, and emergency support responsibilities as a First Aid Officer and Fire Warden.
• Maintain and promote adherence to duress procedures.
• Work collaboratively with multidisciplinary teams, managers, and external stakeholders to ensure responsive and high-quality service delivery.
• Liaise with external stakeholders to coordinate events and related activities.
• Assist with the planning and delivery of internal organisational events.
• Provide backup for Paralegals with various tasks as and when required.
• Assist with invoicing, reconciliations, budget adherence, and other routine operational or financial administration tasks.
• Assist with service delivery projects as directed.
• Maintain and update OCC-related documents and resources.

In addition to the responsibilities outlined above, the role may include other duties to support team and organisational needs, as reasonably directed.

Selection Criteria

• Maintain a high level of attention to detail in all activities, particularly in record keeping, data entry, and filing.
• Possess excellent organisational, time management, and administrative skills that support the capacity to prioritise and manage a diverse range of tasks effectively and in a timely manner.
• Maintain high standards of discretion and demonstrate an ability to handle difficult situations with tact and sensitivity, referring to a more appropriate colleague when necessary.
• Maintain a flexible, collegial, and professional approach to working within a multi-disciplinary team.
• Maintain the ability to work independently and also contribute positively as part of a team.
• Possess highly developed interpersonal skills with the proven ability to build effective relationships and communicate with a diverse range of people both internally and externally.
• Demonstrate IT proficiency, with proven ability to use Microsoft Office and systems for recording data and reporting.
• Possess strong organisational and time management skills, including the capacity to manage competing demands, prioritise tasks, and find creative solutions.
• Proactively manage own care and workload.

Benefits A competitive salary commensurate with the not-for-profit sector.