Office Coordinator

C‑Suite Executive Administration, Strategic Thinker, Marketing and Business Experience. Are you motivated, have great attention to detail, and enjoy working in a role with variety? Then we would like to meet you About us Our beachside office is home to 2 businesses: Ingwersen & Lansdown Solicitors, and Ingwersen & Lansdown Securities. Two of the Partners of the law firm are also the Directors of the Securities Company. Both entities are privately owned with a strong focus on client‑service, people, and culture. Ingwersen & Lansdown Solicitors (ILCO) Ingwersen & Lansdown have been providing experienced legal advice to clients since 1974. The Firm’s areas of practice include: Buying & Selling Property in QLD Ingwersen & Lansdown Securities Limited (ILSL) ILSL has been a private lender for over 25 years and is a specialist in Mortgage Investments. The fund loans between $1m – $25m to developers secured by first mortgages. Since 1999 ILSL has successfully managed over $2 billion of invested funds in first mortgage investments. We are licensed by ASIC as a responsible entity for the purposes of Corporations Law. About the role We want you to bring your organisational skills, enthusiasm and energy to this role supporting our Executive Team and maintaining the day‑to‑day running of our office, which employs 35 staff. Key Responsibilities Provide light administrative support to the Directors and Partners, such as drafting letters and emails, arranging meetings and booking travel. Bring warmth, energy and initiative to the role. Someone who cares about the office mood and the small things that make a difference. Form strong relations with Partners, teams, external suppliers and stakeholders. Facilities management – manage building maintenance, repairs and upgrades, ensure the office is presentable and runs smoothly, including office and equipment repairs and upgrades, and oversee contractors, suppliers and services. Procurement including sourcing suppliers, requesting quotes, negotiating and renegotiating contract terms and pricing and managing supplier relationships. Conduct research and reviews to allow the Directors and Partners to make more informed decisions. Handle confidential information with discretion and professionalism. Manage insurance policies and renewals. Liaise with IT and phone service providers regularly to optimise performance and minimise disruptions. Provide basic to intermediate on‑site IT and law practice management software troubleshooting, often acting as a first point of call for team members and liaising with IT service provider to assist staff to resolve IT issues. Manage the onboarding and off‑boarding process, ensuring new employees are equipped with the necessary technology, security access and materials for their first day and receive a thorough office induction. Assist with advertising and marketing communications, including mailouts, email outs, updating website information using WordPress, and coordinating with external advertising agency on various projects. Prepare and send internal communications such as staff updates, business news and announcements to keep team members in the loop. Project management for one‑off projects. Organise events including staff Christmas party, Melbourne Cup and ad‑hoc events. Lead and contribute to office culture initiatives, including Friday afternoon activities and wellness program events. Create procedures, systems, checklists and templates to enhance efficiency. Maintain accurate records, organising documents systematically for easy reference. About You You love working with people and take pride in communicating clearly and effectively to ensure the desired outcomes are achieved. Impeccable organisation, meticulous attention to detail, excellent time management and ability to prioritise competing tasks effectively. Someone who can be flexible and adaptable to the dynamic nature of our business. Someone who uses initiative to spot opportunities and lead projects unassisted and is happy to take on any role that might present itself. Personality will be a key factor, but skills highly regarded to thrive in this role include: Previous experience as an Executive or Administration Assistant, Office Coordinator, Facilities Manager, or Project Coordinator would be an advantage. Intermediate/advanced Office 365. Good communicator both written and verbal. Discretion and confidentiality in handling sensitive information. Well organised and have good initiative to progress with tasks. Enjoys a role with variety and is willing to be flexible, learn and progress. Please note that this is a fulltime in‑house position. Interested? Please note only short‑listed applicants will be contacted. No agency emails or calls please. Seniority level Entry level Employment type Full‑time Job function Administrative Legal Services #J-18808-Ljbffr