Office Coordinator

• Reports to: Manager – International Office
• Location: South Pacific & Philippines Office (Norwest, NSW) with three (3) fixed work from home days

Organisation Overview

Rotary is a membership organisation that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotary’s clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment.

To learn more, visit rotary.org.

Rotary’s Commitment to Diversity

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, colour, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.

Overview

The Office Coordinator is responsible for all reception duties, including answering the main switch line; and attends to administration responsibilities as assigned by the International Office Manager. The role also manages the efficient flow of information to third party logistics vendors responsible for fulfilment of donor recognition regalia.

You Will Have

• Experience with Office Administration
• Experience with Customer Relations Management platforms
• Excellent interpersonal and analytical skills
• Strong skills in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)

You Are Good At

• Written and oral communication
• Multi-tasking
• Working under pressure
• Working with Microsoft Office applications
• Customer service with prompt tactful responses
• Prioritising workload with maximum efficiency
• Showing attention to detail
• Active listening and contributing to constructive discussions

You Are Open To

• Being curious, open-minded, and willing to continually learn
• Continuous process improvements
• Feedback to improve performance
• Cross-training with all departments to provide functional support when necessary
• While there is flexibility to work from home on fixed days, there will be occasions where working additional days in office may be required for training and other purposes.

You Will Be Responsible For

• Administering the office in relation to facilities and supplies
• Dealing with queries on the phone and by email
• Coordinating with third party logistics partners data for donor recognition regalia to be dispatched and ensure that adequate inventory is available
• Managing office calendar and arranging small meetings and staff events
• Managing relations with external vendors
• Regulating personal workload to ensure rapid response rate as defined by management
• Engaging in teamwork and actively contribute to internal workgroups
• Performing other duties as assigned

Leadership Attributes

• Collaboration: Build partnerships and work with others to meet shared objectives
• Productivity: Achieve results that move Rotary toward its goals
• Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood
• Innovation: Move Rotary beyond traditional ways of thinking
• Accountability: Have a clear sense of ownership and take personal responsibility for actions

Why Work For Rotary?

• Tuition reimbursement
• Professional development opportunities
• Flextime – several different work schedules to choose from
• Employee Assistance Program (EAP)