We're not looking for someone who simply keeps the office running. We're looking for someone who creates a smooth, connected, and thoughtful workplace experience — and uses AI, smart tools, and better ways of working to make everyday operations faster, clearer, and more human.
As our Office & People Coordinator, you'll sit at the heart of our employee experience. You'll manage daily office operations, support People & Culture processes, coordinate onboarding and offboarding, organise company events, support internal communications, and help create a workplace where people feel welcomed, supported, and engaged.
This role is ideal for someone who enjoys both operations and people-focused work — someone who is organised, proactive, service-minded, and curious about how AI can reduce repetitive admin, improve employee experience, and help teams work smarter.
How AI Changes This Role
You don't just manage office tasks. You create better workplace experiences.
In a traditional Office and People role, a lot of time is spent on repetitive coordination: drafting announcements, updating trackers, preparing checklists, comparing vendors, following up on requests, organising event details, and maintaining documentation.
At our client, AI helps compress that work — so you can spend more time solving problems, supporting employees, improving processes, and creating moments that make people feel connected to the company.
Office operations: faster coordination, fewer gaps
Use AI to support vendor comparisons, office supply planning, facilities checklists, travel coordination, seating arrangements, office move planning, and process documentation — so the workplace runs smoothly and less reactively.
Employee experience: more thoughtful, more personalised
Use AI to help brainstorm event ideas, prepare activity plans, draft employee messages, summarise feedback, create onboarding checklists, and improve engagement initiatives — while keeping the human care and judgment that make the experience meaningful.
People operations: cleaner processes, better follow-through
Use AI and digital tools to support employee records, onboarding and offboarding checklists, benefits administration, internal trackers, FAQs, and people-related documentation — helping People & Culture processes run accurately and consistently.
Internal communication: from blank page to clear message, faster
Use AI to create first drafts of company announcements, event invitations, activity recaps, social media captions, internal updates, and employee communications — then refine them so they are clear, warm, accurate, and aligned with our client's tone and culture.
Process improvement: less admin, more impact
Use AI to identify repetitive tasks, simplify workflows, create reusable templates, improve SOPs, and help the team work in a more structured and scalable way.
What You'll Do
Own daily office operations
- Manage daily office operations to ensure an efficient, organised, safe, and professional working environment.
- Oversee office supplies, pantry items, office equipment, access systems, vendors, purchasing, and related administrative processes.
- Coordinate office facilities, maintenance, repairs, workspace arrangements, seating plans, and office moves when required.
- Manage office-related requests such as couriers, deliveries, meeting room setup, travel bookings, team dining, and logistics.
- Monitor office-related spending, compare vendor quotations, track budgets, and support cost-effective purchasing decisions.
- Maintain office operation checklists, trackers, templates, and SOPs, using AI and digital tools to improve visibility, consistency, and efficiency.
Create Great Employee Experiences
- Plan and organise company events and employee activities, including monthly gatherings, birthday celebrations, quarterly meetings, team-building activities, company trips, festive celebrations, and year-end events.
- Support employee engagement initiatives that strengthen connection, collaboration, and belonging across teams.
- Prepare welcome arrangements for new employees, including onboarding kits, desk setup, welcome messages, and first-day coordination.
- Collect and summarise employee feedback from activities, surveys, and informal conversations to identify opportunities for improvement.
- Use AI to brainstorm event concepts, prepare event timelines, draft communications, create planning documents, and organise post-event recaps.
- Proactively suggest ideas to improve workplace experience, employee satisfaction, and office culture.
Support People & Culture operations
- Maintain accurate employee records, files, and documentation in internal systems.
- Coordinate onboarding and offboarding processes, ensuring a smooth and well-organised employee journey.
- Support employee benefits administration, including health insurance and related employee benefits processes.
- Assist with People & Culture administration, including documents, templates, trackers, reports, employee letters, and internal forms.
- Support People & Culture projects and activities as required.
- Use AI responsibly to improve documentation, summarise information, and create first drafts — while protecting employee privacy and carefully verifying all sensitive information.
Support employer branding and communication
- Manage and update company social media channels, such as the company Facebook page, to promote our client's culture, employee activities, and workplace moments.
- Support internal communications related to employee activities, office updates, benefits reminders, policy announcements, and engagement initiatives.
- Draft social media captions, internal posts, event recaps, and employee activity updates with support from AI tools.
- Ensure communications are clear, professional, inclusive, and aligned with our client's values and tone.
Improve How Work Gets Done
- Identify repetitive administrative tasks that can be simplified, automated, or improved using AI and digital tools.
- Create and maintain templates, checklists, trackers, and SOPs that help office and people operations run more smoothly.
- Share useful AI prompts, tools, and workflow improvements with the team.
- Support ad-hoc projects and tasks assigned by the Manager.
Experience
What we're looking for
- 2–4 years of experience in Office Administration, Office Management, HR Administration, People Operations, Employee Experience, or similar roles.
- Must-have experience organising company events, employee engagement activities, team-building programmes, or office culture initiatives.
- Hands-on experience coordinating daily office operations, vendors, facilities, office supplies, equipment, workplace arrangements, and administrative processes.
- Experience supporting onboarding, offboarding, employee documentation, benefits administration, or HR/People Operations processes.
- Strong ability to manage multiple priorities, coordinate details, follow up with stakeholders, and complete tasks accurately and on time.
- Experience working in a dynamic, fast-paced environment where priorities can change quickly.
- Familiarity with HR systems, collaboration tools, office administration platforms, project management tools, or workplace management tools is preferred.
AI fluency
- You already use or are actively learning to use AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar tools to work faster and smarter.
- You can use AI to draft internal communications, summarise information, create checklists, prepare event plans, compare options, improve documentation, and organise workflows.
- You understand that AI is a support tool — not a replacement for judgment, accuracy, confidentiality, empathy, and care.
- You know where AI can accelerate your work, and where human sensitivity, discretion, and personal connection matter more.
- You are curious, practical, and willing to explore better ways of working.
Mindset
- Highly organised and detail-oriented — you keep things moving without losing the small details.
- Service-minded and people-focused — you genuinely care about creating a positive employee experience.
- Proactive and hands-on — you don't wait for problems to become bigger before taking action.
- Calm under pressure — last-minute changes, urgent requests, and event details don't rattle you.
- Strong communicator — you can work well with employees, vendors, managers, and cross-functional teams.
- Responsible and discreet — you handle employee information and confidential matters with care.
- AI-curious by default — always looking for a better, faster, and smarter way to work.
- Positive, collaborative, and willing to help wherever needed.
Success in this role looks like:
- Office operations run smoothly — employees have what they need, workplace issues are handled quickly, and the office feels organised, professional, and welcoming.
- Employee activities are well-executed — company events, team-building activities, celebrations, and engagement initiatives are planned carefully and delivered with a strong employee experience in mind.
- New hires feel welcomed — onboarding arrangements are thoughtful, timely, and well-coordinated, helping new employees feel connected from day one.
- People processes are accurate and consistent — onboarding, offboarding, benefits, employee records, and documentation are managed with care and strong follow-through.
- Communication is clear and engaging — employees receive timely, useful, and well-written updates about office matters, events, benefits, and company activities.
- AI makes the work better — repetitive admin is reduced, planning is faster, documentation is clearer, and the team benefits from smarter workflows.
- You are trusted by employees and managers — people know they can rely on you for thoughtful support, practical solutions, and a positive attitude.
- Workplace culture is stronger because of your contribution — employees feel more connected, supported, and engaged through the experiences and processes you help create.
Who are we
Join the team designing the future of dealmaking.
Our client is a secure dealmaking infrastructure company. We help companies, governments, and their advisors protect what matters and realise their potential when it counts. From M&A and capital raising to restructures, audit, and infrastructure procurement, we provide the system of record that keeps critical information secure and processes under control.
Founded in Sydney in 2005, our client is trusted across 170 countries and has supported more than 55,000 transactions, bringing together data, workflow, and security by design so teams can move with clarity and confidence when the stakes are high.
Great Place to Work certified for 15 years running. Recognised as one of Australia's Best Places to Work for Women and in Technology. Teams across Sydney, Ho Chi Minh, Chicago, Amsterdam, and London.
What's in it for you
- Maxwell Leadership Program, book budget, and time to learn and grow.
- Real AI development — tools, training, and the space to build workflows that actually change how you work.
- State-of-the-art Sydney HQ with barista coffee, gym, beer on tap, unlimited snacks, pool table, and swings.
- Subsidised health insurance and generous paid leave (parental, birthday, community, anniversary).
- Flexible hybrid model: 3 days in office & 2 remote.
- Competitive compensation and employee benefits
