Administration & Business Support Coordinator

About Executive Personal Concierge

Executive Personal Concierge is a growing Melbourne-based business providing personalised concierge, administration and lifestyle support services to seniors, families, busy professionals and businesses.

We pride ourselves on providing exceptional service with professionalism, reliability and genuine care.

As our business continues to grow, we are looking for a capable, organised and proactive person to join our team and grow with us.

This is much more than a traditional administration position.

We are looking for someone who wants to learn our business, help us develop better systems, take ownership of responsibilities and, over time, help create and grow their own role within Executive Personal Concierge.

For the right person, there is genuine opportunity for this position to develop into an Office Management / Business Operations role.

About the Role

Working primarily from our Camberwell office, you will work closely with the Directors and assist with the day-to-day administration, organisation and coordination of the business.

Initially, you will learn how our business operates, get to know our clients and team and assist us with keeping everything organised and moving.

As your knowledge and confidence grow, we would like you to gradually take greater ownership and responsibility for the day-to-day running of the office.

We want someone who can see what needs to be done, use initiative, follow things through and help us continually improve the way we operate.

Your responsibilities may include:

• Managing emails, incoming calls and correspondence
• Organising diaries, appointments and schedules
• Coordinating client services and requests
• Following up clients, staff, suppliers and service providers
• Assisting with staff scheduling and coordination
• Preparing letters, reports and business documents
• Maintaining client records and databases
• General office administration and filing
• Assisting with invoicing and administrative processes
• Researching products, services and information for clients
• Following up new client enquiries
• Assisting with new client onboarding
• Assisting with social media, newsletters and marketing
• Helping develop and improve office systems and procedures
• Keeping track of outstanding tasks and ensuring things are followed through
• Providing PA and administrative support to the Directors
• Helping identify opportunities to improve and grow the business
• Occasionally running local errands for clients
• Collecting or delivering items to clients when required
• Assisting with other practical client requests from time to time

Growing Into the Role

One of the most important aspects of this position is its potential to grow.

We are not looking for someone who simply wants to be given a list of administration tasks each day.

We would like the successful person to gradually take greater responsibility for areas such as:

• Day to day office coordination
• Client service administration
• Staff scheduling and communication
• Following up outstanding work
• Developing and maintaining office systems
• Establishing procedures as the business grows
• Coordinating priorities across the business
• Supporting the Directors with business operations
• Helping ensure our high standard of client service is maintained
• Taking greater responsibility for the smooth day-to-day running of the office

For the right person, there is genuine scope to make this position their own and grow into a trusted management role within the business.

About You

You may have experience as an Administrator, Personal Assistant, Executive Assistant, Office Coordinator or Office Manager, or you may be ready to take the next step in your career.

We are looking for someone who:

• Is highly organised and dependable
• Is proactive and confident using initiative
• Has excellent attention to detail
• Is warm, friendly and professional
• Enjoys helping people
• Takes ownership and follows things through
• Can confidently manage multiple priorities
• Is comfortable taking responsibility
• Works well independently and as part of a small team
• Has excellent written and verbal communication skills
• Is confident communicating with clients of all ages
• Is caring, patient and respectful when assisting our senior clients
• Maintains confidentiality and professionalism
• Is confident using technology and learning new systems
• Is comfortable working closely with the Directors of a growing business
• Wants to contribute ideas and help improve the way things are done

Experience with Microsoft Outlook, Word and Excel is important.

Experience with Canva, social media, newsletters, marketing or small business administration would be an advantage but is not essential.

Essential Driver Licence Requirement

A full, current Australian Driver Licence is essential for this position.

The successful applicant will occasionally be required to undertake local client errands, collect or deliver items and assist with practical client requests outside the office.

Applicants without a full Australian Driver Licence will not be considered.

What We Offer

• $38-$45 per hour, depending on experience
• Casual position initially
• Flexible hours by agreement
• Primarily office-based in Camberwell
• Varied and interesting work where no two days are quite the same
• Opportunity for increased hours as the business grows
• Opportunity to help create and shape your own position
• Genuine potential to progress into an Office Management / Business Operations role
• On-the-job training and support
• Close involvement with the Directors
• A friendly, supportive and professional working environment
• The opportunity to become an important part of a growing Melbourne business

The Person We're Hoping to Find

At Executive Personal Concierge, the person and their attitude are just as important to us as their experience.

We're looking for someone who doesn't simply wait to be told what to do.

We want someone who notices what needs attention, takes ownership, follows things through and is comfortable saying:

“Leave that with me I'll take care of it.”

Someone who wants to learn our business, build relationships with our clients and team, help us become more organised and efficient, and ultimately grow into a trusted and important member of Executive Personal Concierge.

If you're looking for a position you can grow with and make your own, we'd love to hear from you.

Apply Now

Please submit your resume together with a brief cover letter telling us about yourself, your previous experience and why you believe you would be a great fit for Executive Personal Concierge.

Pay: $38-$45 per hour, depending on experience

Work Location: In person Camberwell, VIC

Licence: Full, current Australian Driver Licence Essential

Work Rights: Applicants must have the right to work in Australia.

Only shortlisted applicants will be contacted.

Pay: $38.00 – $45.00 per hour

Work Location: In person