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Title:  Office Coordinator

Job Number:  12956

Melbourne, VIC, AU, 3000

About North Western Program Alliance

North Western Program Alliance (NWPA) consists of three Alliance partners – John Holland, KBR and MTM and the client (LXRP), working together as one team to achieve shared goals. 
NWPA has a proven track record with the successful delivery of six level crossing removal projects, several premium stations, three projects currently in delivery and two in development phase.
We’re proud to make a real difference to the lives of people on our program of works and in the communities in which we operate. Our values are Care, Excellence, Creativity and Empowerment. 


We are currently looking for an experienced Office Coordinator to join us, based at the Preston site.

About the Role

Whilst you will be initially based on the North Western Program Alliance at the Preston project, this is a long-term career opportunity with John Holland.


A pivotal role for NWPA, an effective Office Coordinator contributes to the effective delivery of the Project, by ensuring the streamlined and professional coordination of the Project office.

You will plan, coordinate and deliver administration and office support services for the Preston NWPA Project office, as well as provide support to the Project Management team.

Responsibilities of the role include;

•    Manage the day-to-day operations & administration of the Preston NWPA Project office, Southern and Northern Hub project offices. 
•    Oversee and coordinate the effective day-to-day running of the reception and administration functions and provide support and training to relevant staff.
•    Build and maintain relationships with the property managers, office suppliers, sub-contractors and internal staff to ensure deliveries and works are scheduled and completed in a timely manner.
•    Ensure all visitors follow the appropriate processes and are inducted into the building and scan on to QR codes (whilst this is still a government requirement).
•    Coordinate travel administrative services for project as requested.
•    Ensure office supplies are proactively managed (printer cartridges, stationary, paper etc)
•    Manage the coordination of printer/copiers under master agreement, reconcile the monthly invoice and assist with new printer requests.
•    Ensuring all policies and procedures communicated by the Alliance Director and Project Manager, are being adhered to across the project office 
•    Manage and reconcile the petty cash float.
•    Assist the Systems & Facilities manage the ICT Asset register and other associated issues as requested.
•    Work with People Advisors and NWPA ICT staff to ensure new starter IT equipment is ordered and either sent to the new starter’s home or set up at the assigned desk prior to first day.
•    Establish all files and computer directories and maintain a filing system of general reports and correspondence.
•    Assist with reception and kitchen duties as required
•    Assist the broader People team with administrative or other duties as requested
•    Provide suggestions on improvements to current systems and processes
•    Play a part in making the office environment fun!
•    Support the Project Leadership Team and Safety Team with scheduling meetings and minute taking
•    Work with various departments to oversee and coordinate events and catering where required

To be successful in this role, you will have;

•    3+ years’ experience in an office environment 
•    Experience providing support at a senior level
•    Proficient knowledge of Microsoft Office Suite
•    Basic knowledge and understanding of accounts, data and administrative management practices
•    Professional written and verbal communication skills 
•    Personable, team player with a proactive approach to work 
•    Enjoy working in a site office in an Infrastructure/Civil Construction environment, amongst a range of people from Trade labour to Project Management
•    A good sense of humour and contribute to a strong team culture

As part of the team, you help us deliver on our promise to transform lives.

Your success is reflected in ours, so we’re committed to being an employer of choice. For us, a diverse, inclusive and enjoyable culture is the foundation for great work. It’s why we encourage applications from people of all ages, nationalities and cultures, and promote a flexible way of working that enables a work-life balance.


We’ll do all we can to help you develop your skills, and make a difference, right from the start. We have a flexible workplace and focus on all aspects of your physical and mental health and safety. We want you to be with us for the long-term, so providing you with rich career experiences and ongoing development is our priority. 

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