Office Coordinator

Company Description

Turner & Townsend is a global professional services company with over 22,000 people in more than 62 countries.

Working with clients across real estate, infrastructure, energy and natural resources, we transform together delivering outcomes that improve people's lives. Working in partnership makes it possible to deliver the world's most impactful projects and programmes as we turn challenge into opportunity and complexity into success.

Our capabilities include programme, project, cost, asset and commercial management, controls and performance, procurement and supply chain, net zero and digital solutions.

We are majority-owned by CBRE Group, Inc., the world's largest commercial real estate services and investment firm, with our partners holding a significant minority interest. Turner & Townsend and CBRE work together to provide clients with the premier programme, project and cost management offering in markets around the world.

About the Role

Office Coordinator

Ensure the smooth day-to-day running of the Melbourne office, providing additional team support as required.

Responsibilities

Reception & Communications

• Welcome visitors, answer incoming calls, and manage the Melbourne office inbox
• Manage incoming and outgoing mail and parcels

Office Environment & Facilities

• Maintain a clean, professional office environment across all areas (reception, meeting rooms, quiet spaces, kitchen)
• Coordinate meeting room bookings for internal and external stakeholders
• Support meeting setup, including AV/equipment and catering requirements
• Liaise with building management and external vendors for maintenance and facility needs
• Submit and track work orders for office-related issues

Office Supplies & Upkeep

• Maintain and restock office supplies (pantry, snacks, stationery, coffee machine)
• Manage dishwasher loading/unloading and general kitchen upkeep
• Conduct regular clean-outs of kitchen fridges

Financial & Administrative Tasks

• Process office-related invoices and payments (D365)
• Track office operational spend (spreadsheet)
• Update office noticeboard with events and communications
• Maintain intranet content (staff details, security access, white cards, headshots)
• Manage locker allocations and records
• Process Director expense reports
• Manage virtual corporate credit card transactions
• Reconcile project-related expenses and ensure cost recovery

Health, Safety & Compliance

• Maintain fire warden and First Aid officer registers
• Coordinate training (fire warden training, First Aid refreshers)
• Ensure compliance with Turner & Townsend policies (OHS, Risk, Sustainability)
• Attend relevant committee meetings and complete required documentation

People, Culture & Events

• Support onboarding of new employees (equipment, IT setup, system access)
• Partner with HR, IT, and team administrators for seamless onboarding
• Support Melbourne Hub Lead with staff engagement initiatives and culture-building activities
• Coordinate networking events with CBRE operations team
• Assist with planning and delivery of office events (Town Halls, client events, industry functions)
• Collaborate with internal committees (Sustainability, D&I, CSR)
• Organise monthly staff meetings and prepare PowerPoint presentations
• Coordinate team events, birthdays, milestones, and company activities

Project Management Team Support (PJM Group)

• Provide administrative support to the Project Management (PJM) team as a central point of contact
• Assist with onboarding tasks (IT setup, project access, SharePoint permissions)
• Support project setup in D365, Teams, and filing structures
• Coordinate travel bookings (flights and accommodation) for project teams
• Monitor and follow up on outstanding team requirements (timesheets, training, client care)

Business Development

• Support business development activities (formatting CVs, case studies)

Systems & Access

• Create user accounts for Aconex and other project platforms as required

Requirements

• 3–5 year's experience in an administrative or office support role
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong organisational and multitasking skills
• Excellent communication and interpersonal abilities
• High attention to detail and a proactive approach
• A professional, friendly, and team-oriented attitude

Our Culture

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance.

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Recruitment Policy

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.