Office and Client Coordinator - Melbourne
HybridMelbourne, Victoria, Australia
Melbourne, Victoria, AustraliaHybridFull TimeMedium
Full TimeMedium
Job Summary
Welcome and support walk-in clients, assess their needs, and connect them with appropriate service pathways. Respond professionally to high-volume phone and email enquiries, triaging, prioritising, and escalating urgent matters. Maintain accurate client records, correspondence, and documentation in organisational systems while coordinating meeting rooms, mail, file transfers, and administrative processes. Provide practical office coordination support including travel bookings, supply procurement, and events. Liaise with IT for technology needs and assist with invoicing, reconciliations, and budget adherence. Support workplace health and safety activities as a First Aid Officer and Fire Warden. Work collaboratively with multidisciplinary teams to ensure responsive service delivery.
Required Qualifications
- National Police Records Check
- Working with Children Check
- First Aid Officer certification
- Fire Warden certification
- IT proficiency
- Microsoft Office proficiency
- Ability to use systems for recording data and reporting
- High level of attention to detail
- Excellent organisational skills
- Time management skills
- Administrative skills
- Capacity to prioritise
- Ability to manage a diverse range of tasks
- Ability to work independently
- Ability to contribute positively as part of a team
- Highly developed interpersonal skills
- Ability to build effective relationships
- Ability to communicate with a diverse range of people
- Capacity to manage competing demands
- Capacity to prioritise tasks
- Ability to find creative solutions
- Ability to proactively manage own care and workload
- Ability to handle difficult situations with tact and sensitivity
- Ability to refer to a more appropriate colleague when appropriate
- Trauma-informed practice knowledge
- Confidence to support clients, colleagues and operational processes with care and discretion
- Ability to thrive on variety
- Ability to communicate with warmth and professionalism
- Ability to welcome and support walk-in clients
- Ability to assess client needs
- Ability to connect clients with appropriate service pathways
- Ability to respond professionally to high-volume phone and email enquiries
- Ability to triage, prioritise and escalate urgent matters
- Ability to maintain a high standard of accurate client records, correspondence and documentation
- Ability to coordinate meeting rooms, mail, file transfers and administrative processes
- Ability to provide practical office coordination support including travel bookings, ordering of supplies, procurement, events, onboarding, offboarding and general operational assistance
- Ability to liaise with IT to support office technology needs
- Ability to support workplace health and safety activities including audits, safety procedures, building management liaison for maintenance and safety issues and emergency support responsibilities
- Ability to maintain and promote adherence to duress procedures
- Ability to work collaboratively with multidisciplinary teams, managers and external stakeholders
- Ability to liaise with external stakeholders to coordinate events and related activities
- Ability to assist with the planning and delivery of internal organisational events
- Ability to provide back up with various tasks to the Paralegals
- Ability to assist with invoicing, reconciliations, budget adherence and other routine operational or financial administration tasks
- Ability to assist with service delivery projects
- Ability to maintain and update OCC-related documents and resources
- Ability to manage a flexible collegial and professional approach to working within a multi-disciplinary team
- Ability to maintain high standards of discretion
- Ability to show ability to handle difficult situations with tact and sensitivity
- Ability to refer to a more appropriate colleague when appropriate
Desired Qualifications
- Experience in a busy, purpose-driven environment
- Experience supporting Aboriginal and Torres Strait Islander peoples
- Experience in the not-for-profit sector
- Experience in trauma-informed, client-centred and culturally safe legal assistance
- Experience with victims and survivors of child sexual abuse
- Experience with the Territories Stolen Generations Redress Scheme
- Experience with the National Redress Scheme
- Experience in financial counselling
- Experience in systemic advocacy
- Experience in providing free legal information, advice, representation and referrals
- Experience in outreach and community engagement across Australia
- Experience in providing legal advice and financial counselling for people applying to the Territories Stolen Generations Redress Scheme
- Experience in providing free legal advice for survivors of child sexual abuse that are not eligible to apply to the National Redress Scheme
- Experience in providing free legal advice and financial counselling in relation to the National Redress Scheme
- Experience in a multidisciplinary model bringing together lawyers, intake officers, social workers and counsellors
- Experience as an Aboriginal and Torres Strait Islander engagement advisor
- Experience as a financial counsellor
- Experience in providing trauma-informed, client-centred and culturally safe legal assistance to clients
- Experience in providing services through a national phone line
- Experience in providing face-to-face services in key locations
- Experience in supporting a comprehensive program of outreach and community engagement across Australia
- Experience in offices in Sydney, Melbourne, Brisbane, Adelaide, Perth and Darwin
- Experience in providing frontline support, office coordination and administrative assistance
- Experience in supporting clients who may be distressed or experiencing complex circumstances
- Experience in maintaining and promoting adherence to duress procedures
- Experience in supporting workplace health and safety activities
- Experience in emergency support responsibilities as a First Aid Officer and Fire Warden
- Experience in maintaining and updating OCC-related documents and resources
- Experience in managing a diverse range of people both internally and externally
- Experience in building effective relationships
- Experience in communicating with a diverse range of people
- Experience in managing competing demands
- Experience in finding creative solutions
- Experience in proactively managing own care and workload
- Experience in handling difficult situations with tact and sensitivity
- Experience in referring to a more appropriate colleague when appropriate
- Experience in welcoming and supporting walk-in clients
- Experience in assessing client needs
- Experience in connecting clients with appropriate service pathways
- Experience in responding professionally to high-volume phone and email enquiries
- Experience in triaging, prioritising and escalating urgent matters
- Experience in maintaining a high standard of accurate client records, correspondence and documentation
- Experience in coordinating meeting rooms, mail, file transfers and administrative processes
- Experience in providing practical office coordination support including travel bookings, ordering of supplies, procurement, events, onboarding, offboarding and general operational assistance
- Experience in liaising with IT to support office technology needs
- Experience in supporting workplace health and safety activities including audits, safety procedures, building management liaison for maintenance and safety issues and emergency support responsibilities
- Experience in maintaining and promoting adherence to duress procedures
- Experience in working collaboratively with multidisciplinary teams, managers and external stakeholders
- Experience in liaising with external stakeholders to coordinate events and related activities
- Experience in assisting with the planning and delivery of internal organisational events
- Experience in providing back up with various tasks to the Paralegals
- Experience in assisting with invoicing, reconciliations, budget adherence and other routine operational or financial administration tasks
- Experience in assisting with service delivery projects
- Experience in maintaining and updating OCC-related documents and resources
- Experience in managing a flexible collegial and professional approach to working within a multi-disciplinary team
- Experience in maintaining high standards of discretion
- Experience in showing ability to handle difficult situations with tact and sensitivity
- Experience in referring to a more appropriate colleague when appropriate
- Experience in thriving on variety
- Experience in communicating with warmth and professionalism
- Experience in confidently supporting clients, colleagues and operational processes with care and discretion
- Experience in providing frontline support, office coordination and administrative assistance in a busy, purpose-driven environment
- Experience in supporting clients who may be distressed or experiencing complex circumstances using trauma-informed, respectful and confidential practices
- Experience in maintaining and promoting adherence to duress procedures
- Experience in working collaboratively with multidisciplinary teams, managers and external stakeholders to ensure responsive and high-quality service delivery
- Experience in liaising with external stakeholders to coordinate events and related activities
- Experience in assisting with the planning and delivery of internal organisational events
- Experience in providing back up with various tasks to the Paralegals as and when required
- Experience in assisting with invoicing, reconciliations, budget adherence and other routine operational or financial administration tasks
- Experience in assisting with service delivery projects as directed
- Experience in maintaining and updating OCC-related documents and resources
- Experience in other duties to support team and organisational needs, as reasonably directed
- Experience in a high level of attention to detail in all activities but especially in record keeping, data entry and filing
- Experience in excellent organisational, time management and administrative skills that support the capacity to prioritise and manage a diverse range of tasks in an effective and timely way
- Experience in maintaining high standards of discretion and showing ability to handle difficult situations with tact and sensitivity and when appropriate refer to a more appropriate colleague
- Experience in maintaining a flexible collegial and professional approach to working within a multi-disciplinary team
- Experience in maintaining ability to work independently and also contribute positively as a part of a team
- Experience in highly developed interpersonal skills with the proven ability to build effective relationships and communicate with a diverse range of people both internally and externally
- Experience in IT proficiency, with proven ability to use Microsoft Office and systems for recording data and reporting
- Experience in strong organisational and time management skills, including the capacity to manage competing demands, prioritise tasks and to find creative solutions
- Experience in proactively managing own care and workload
- Experience in a competitive salary commensurate with the not-for-profit sector
- Experience in salary packaging to achieve a tax effective total salary package
- Experience in a flexible workplace
- Experience in 12.5% superannuation (0.5% above the SGC)
- Experience in annual leave loading
- Experience in additional leave at Christmas
- Experience in a training and development allowance
- Experience in Employee Assistance Program
- Experience in Aboriginal and Torres Strait Islander peoples
- Experience in people from multicultural, multifaith and linguistically diverse communities
- Experience in members of the LGBTQIA+ community
- Experience in people with disability
- Experience in unique perspective and voice
- Experience in diversity brings to our work
- Experience in all ages with diverse lived experiences and backgrounds
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