Office Administration Co ordinator

About the role

We are looking for a practical, resourceful person who understands office operations, enjoys solving problems and can work with our administration team and external IT developers to make our systems more efficient. You will work closely with management and be responsible for coordinating system improvements, managing development tasks, streamlining workflows and ensuring projects are completed properly and on time. This is a hands-on role. You will be expected to get involved in day-to-day administration, understand how our staff work, and implement improvements rather than simply make recommendations.

Key responsibilities

• Manage and coordinate ongoing improvements to our Zoho CRM, Zoho Desk and related business systems.
• Work closely with external and overseas IT developers, assigning tasks, monitoring progress and ensuring timely delivery.
• Translate business requirements into clear instructions, workflows and development tasks.
• Test new features, identify problems and confirm that developments work correctly before approving completion.
• Maintain a development task register, priorities, deadlines and progress reports.
• Ensure systems are user-friendly, reliable and designed to reduce repetitive administrative work.
• Support integration and workflow improvements involving Moodle, VETtrak and other business platforms.
• Work alongside administration staff to understand existing processes and identify inefficiencies.
• Identify opportunities to eliminate unnecessary paperwork, duplicate data entry and manual tasks.
• Develop and improve standard operating procedures, checklists and administrative workflows.

About you

• Previous experience in office administration, business coordination or CRM administration.
• Practical experience using CRM systems such as Zoho, Salesforce, HubSpot or similar.
• Excellent computer skills and the ability to learn new software quickly.
• Strong organisational skills and attention to detail.
• Ability to coordinate multiple tasks and follow up until they are completed.
• Confidence communicating with IT developers and explaining business requirements.
• A problem-solving mindset with a genuine interest in improving efficiency.
• Ability to work independently, take initiative and accept responsibility.
• Willingness to perform hands-on administrative tasks.

About us

We are an established Registered Training Organisation (RTO) specialising in electrical and electrotechnology training.

The person we are looking for

• You are the type of person who notices when a process takes ten steps and immediately starts thinking about how it could be done in three.
• You enjoy getting things organised, following up outstanding tasks and finding practical solutions.
• You don't need someone to tell you every small thing that needs doing. You take ownership, ask the right questions and make sure work gets completed.
• You are equally comfortable working on a spreadsheet, testing a CRM workflow, helping an administrator or following up with an IT developer.

What we offer

• A competitive salary based on your existing skills and experience.
• A stable, full-time position in our Brisbane office.
• Direct involvement with business management and decision-making.
• Opportunity to learn and develop new skills in business systems, automation and management.
• Genuine career progression for someone who demonstrates initiative, leadership and results.
• A practical, improvement-focused working environment where your ideas can make a difference.

How to apply

Please submit your resume and a brief cover letter answering the following questions:

1. Which CRM or business management systems have you used, and what did you use them for?
2. Describe a manual or inefficient office process you improved. What did you change, and what was the result?
3. Have you ever coordinated external IT staff, software developers or system improvements? If so, explain your involvement.

We are particularly interested in practical examples of improvements you have personally implemented.

We value initiative, problem-solving ability and demonstrated results over impressive job titles.