Office Coordinator / Administrator

Omaya Group is seeking a proactive and self-motivated Office Coordinator / Administrator to join our team in Sydney Olympic Park. This is a full-time, onsite position where you will be instrumental in ensuring the smooth daily operations of our office. The role is hands-on and varied, suitable for an individual who enjoys multifaceted responsibilities, takes satisfaction in a well-managed workplace, and is comfortable making decisions and taking initiative. You will be responsible for maintaining an efficient office environment, managing supplies, ensuring a welcoming atmosphere, and providing high-level administrative support to our directors.

Key Responsibilities:

• Office Operations & Administration:
• Oversee daily office operations for a smooth and efficient work environment.
• Manage office supplies, equipment, and general maintenance, ensuring resources are available and issues are addressed promptly.
• Manage and place orders for the kitchen, office supplies, uniforms, and cleaning products from suppliers such as Woolworths and Officeworks. Ensure the office, meeting rooms, and kitchen are consistently clean, well-stocked, and presented to a high standard.
• Serve as the primary contact for suppliers, contractors, service providers, and the company’s external IT partner, coordinating necessary support and services.
• Manage all incoming phone calls and monitor the general enquiries email inbox.
• Oversee car park and parking spot allocation for staff and visitors.

• Leadership & Director Support:
• Provide comprehensive administrative support to the directors and leadership team, including calendar management, meeting scheduling, and logistics coordination.
• Assist with Canva designs, presentations, and other visual or document-based tasks as required.
• Organise and coordinate staff meetings, team events, and company functions.
• Assist directors with personal tasks and errands as needed, and make day-to-day decisions regarding office orders and replenishments on their behalf.

• HR Support:
• Coordinate the onboarding process for new employees, which includes preparing welcome packs, scheduling inductions, and arranging workstations and IT setup.
• Maintain accurate and up-to-date employee records and documentation.
• Support the leadership team in tracking leave balances and ensuring adherence to workplace processes.
• Assist with interview logistics and candidate communications during recruitment processes.
• Contribute to initiatives aimed at promoting employee engagement and a positive workplace culture.

What We’re Looking For:

• Strong organisational skills with the ability to manage multiple priorities and tasks concurrently.
• Excellent communication and interpersonal skills, demonstrating a professional and approachable demeanour.
• Proficiency in Microsoft Office Suite and/or Google Workspace. Experience with Canva or presentation tools is a plus.
• A solid understanding of the business world and corporate office environments.
• High attention to detail and a commitment to maintaining a well-presented, well-stocked workplace.
• A proactive, can-do attitude; someone who identifies needs and takes action independently.
• Discretion and trustworthiness when handling sensitive or confidential information.

Nice to Have:

• Previous experience in the construction, trades, or project-based industry is highly regarded but not essential.
• Experience supporting senior leaders or executives in an office setting.
• Familiarity with supplier management and procurement processes.

To Apply: Please submit your application.