Title:  Office Coordinator

About John Holland

At John Holland, our purpose is simple – we transform lives with everything we do.

We’ve always known that infrastructure is about people — our customers, our employees, and the communities in which we work every day.

That’s our difference. Deep experience and capability with a genuine care about creating better lives for people along the way.

Be part of the team that’s up for the challenge of transforming lives for good.

About North Western Program Alliance

North Western Program Alliance (NWPA) consists of three Alliance partners – John Holland, KBR, MTM, V/Line and the client (LXRP), working together as one team to achieve shared goals.  

Since 2017, NWPA has had a proven track record with the successful delivery of eight level crossing removal projects (17 LX) and several 
premium stations, with 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 Office Coordinator to join us, managing our new Dandenong Project (Webster) site office, on a permanent basis.  

About the Role;

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 Webster 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 Webster NWPA Project office
•    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
•    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 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
•    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 key role, you will have;

•    More than 2+ 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 
•    Would enjoy working 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
•    Ability to travel to and work on-site in Dandenong 

As part of the team, you can help us transform lives.

Your success is reflected in ours, so we’re committed to being an employer of choice. We pride ourselves on having a diverse and inclusive workplace, as we understand that different perspectives and ideas are critical to our long-term success.

We want you to be with us for the long term, so providing you with rich career experiences and ongoing development is our priority.

What's in it for you

We’re about connecting your sense of purpose to ours. We understand that your career is one of the biggest ways to have an impact on the world. We also believe in supporting you as a whole person, not just an employee.

We reward and support our people in so many ways. This starts with being flexible about how different people like to work. From generous leave policies to wellbeing and relationship support, your needs sit at the heart of our employee benefits.

We Offer:

Competitive remuneration with salary continuance, and salary sacrifice options.

Great leave benefits including 18 weeks paid parental leave with super and up to an extra 18 weeks of super paid on further periods of unpaid parental leave, multicultural leave exchange and two extra days to prioritise your wellbeing.

Career progression underpinned by our exciting pipeline of work means you’ll have the opportunity to work on iconic projects that are shaping cities and communities.

Learning and development opportunities where you’ll have access to emerging talent programs, building your career through clear career pathways, plus technical and leadership training and development opportunities.

Inclusion, diversity and equity is part of how we work. We want everyone at John Holland to feel that they belong – that’s why we’re working hard every day to foster a more inclusive culture, backed by a business-wide inclusion strategy to bring about meaningful change. We’ve also got active employee resource groups that support our commitments including those around gender equality and reconciliation.

Flexible working that works for you as we know flexibility means different things to different people. Whether it’s flexi-hours, flexi-parenting, flexi-leave, flexi-shifts or flexi-work, we’re committed to helping our people work flexibly.