Job Description

POSITION: Office & Operations

LOCATION: Adelaide Fringe

REPORTS TO: Senior Operations Coordinator

START DATE: 25 May 2026 (flexible)

END DATE: 30 June 2027

EMPLOYMENT: Full time

SALARY: 67 - 70K per annum (pro rata), plus 12% superannuation

The Office & Operations Coordinator is the initial point of contact for Adelaide Fringe
employees and stakeholders at Adelaide Fringe and plays a pivotal role in the
effective daily running of a busy and dynamic office. The person in this position
needs to be personable and professional when providing exceptional customer
service to the broad range of customers and stakeholders. Outstanding
administration skills are also a crucial element of this position.

This role is also responsible for managing administrative systems and acting as a liaison between IT and employees, ensuring all system-related and office management requests are addressed.

This role is responsible for driving continuous improvement by identifying and
implementing enhancements to administrative systems and processes, supporting
the effective adoption and optimisation of project management tools through
training, and contributing to broader operational efficiency initiatives.

As the first point of contact, the Office & Operations Coordinator is expected to maintain a neat, professional appearance that reflects the organisation’s standards.

Responsibilities:

Office Operations

• General Receptionist duties including but not limited to:
• Provide a positive and enthusiastic customer experience towards all stakeholders both face to face and on the phone
• Act as an ambassador for the organisational culture and values ensuring they are upheld and
  embedded
• Greet visitors to the office in an amicable and approachable manner and respond to their needs accordingly
• Answer customer phone calls and respond to emails and online Freshdesk enquiries
• Manage day to day enquiries relating to rented premises: office and other sites, including Kennards Storage units.
• Maintain office spaces, including meeting rooms, kitchen, and shared areas, ensuring they are clean, organised, and functional
• Manage organisational systems and vendor relationships, including Slack, Freshdesk, ClickUp, and
  Google Workspace
• Oversee tracking and management of office assets, including IT equipment and materials stored at Kennards Storage
• Coordinate contract and price negotiations with office vendors and service providers, managing these relationships and ensuring all items are invoiced and paid on time
• Oversee and maintain relationships with key contacts, including but not limited to, the office landlord regarding office maintenance, services for waste removal and cleaning, the office security provider and being the primary contact for all calls relating to office security of the building including out of hours calls
• Coordinate external communication channels such as our phone and email systems in collaboration with internal teams and our IT contractor
• Act as the primary liaison with the external IT provider, managing support requests, onboarding/offboarding, licensing, and issue resolution
• Coordinate organisation-wide IT needs, including stakeholder engagement, provider performance monitoring, escalation, and ensuring solutions are fit-for-purpose
• Ensure that office supply procurement and staff amenities are maintained in accordance with organisation requirements
• In partnership with the Senior Operations Coordinator/Finance team, manage the office expenses and ensure all invoices are up to date and tracked in the Office Budget
• Maintain accurate record keeping and filing systems, including online drives
• Coordinate the booking of resources such as meeting rooms and Adelaide Fringe vehicles
• Ensure that accessibility of the office is maintained in line with Adelaide Fringe’s values
• Manage incoming and outgoing deliveries at the Adelaide Fringe office
• Undertake projects and activities as directed by the Senior Operations Coordinator

Administrative Support

• Provide administrative support where needed across the Operations & Finance function, including
  Finance, HR, WHS, Production, Diversity & Inclusion, and Volunteer Program coordination
• Support the Executive Director – Operations & Finance and Executive Assistant with administrative
  tasks and project delivery as needed
• Prepare agendas, coordinate meetings, and record minutes as required
• Provide broader organisational administrative support as needed

People & Culture Support

• Coordinate onboarding and induction processes for new employees
• Ensure staff are provisioned with required systems access, equipment, and resources
• Support internal engagement initiatives and staff events
• Support interns and trainees placed within the Operations department

Whilst this position description summarises the purpose of the job and lists its key
tasks, it is not a definitive list of all the tasks to be undertaken. Tasks can vary from time to time at the discretion of your Manager. To deliver services effectively, a degree of flexibility is needed and the employee may be required to perform work not specifically referred to above

Education & Experience

• Must have at least a Full C Class Driver’s Licence or equivalent
• Must be comfortable driving a van
• Demonstrated experience in an office administration role or similar
• Excellent telephone manner, oral and written communication skills
• Experience in data entry and maintaining databases
• Experience in developing and maintaining basic record keeping and other operational
  systems