About the role
As our Workplace Mailroom Coordinator, you will deliver essential administration and logistics support within the mailroom while playing a key part in enhancing the face-to-face employee experience across our client's offices. Working closely with the Workplace Lead, you will manage bookings, events, and visitor coordination, ensuring every interaction reflects the quality and care our clients expect. This is a hands-on, people-focused role that blends operational precision with genuine hospitality, and it suits someone who takes pride in creating seamless, welcoming workplace experiences every single day.
An overview of the role
•Deliver key on-site administration services across all major office locations, ensuring consistency and reliability.
•Build strong relationships with stakeholders, respond to feedback constructively, and help coordinate the day-to-day running of office premises.
•Set up meeting rooms for events, including arranging furniture, configuring audiovisual equipment, and preparing materials ahead of time.
•Maintain a safe, clean, and organized office, lobby, and conference room environment at all times.
•Provide high-quality mail services, including receipt, identification, processing, and distribution.
•Champion digital adoption by offering scanning of incoming mail and cheques to digital mailboxes, maximizing digital distribution wherever possible.
•Manage secure destruction and storage of scanned correspondence in line with record management regulations.
•Organize and schedule courier services for outgoing mail and packages, and redirect PO box correspondence to the appropriate centers.
•Handle legal documents with care, ensuring accurate filing and routing, and track lost items in transit by coordinating directly with carriers.
•Support broader team functions as needed, including backfilling roles, systems support, and invoicing assistance.
•Perform physical tasks safely, including lifting objects up to 15kg, such as moving boxes, equipment, or furniture.
•Carry out site inspections and report any facilities issues promptly to the on-site Facilities Manager.
•Coordinate contractors visiting the site to complete facilities-related work.
•Ensure equipment is functioning properly and troubleshoot simple technical issues to support a smooth customer experience.
•Support the team with reports and management of VIP business meeting calendars.
•Assist the Operations Excellence Manager with SOP updates and process improvements.
•Manage work orders through Corrigo and support parking-related enquiries.
What we are looking for
•Previous experience working in a corporate or office environment.
•Well-developed interpersonal skills, with the ability to build and manage relationships with key stakeholders and set clear expectations.
•Strong time management and organizational skills, with a proven ability to meet deadlines and coordinate others to hit key milestones.
•Strong customer service orientation, with a genuine commitment to delivering a positive employee experience.
•Solid PC literacy, including intermediate to advanced skills in Word, Excel, and PowerPoint, along with confident use of internet and email systems.
•Demonstrated problem-solving ability, with the capacity to navigate ambiguity and resolve complex issues effectively.
•Strong verbal and written communication skills, including active listening and the ability to present information clearly.
Preferred qualifications
•Prior experience working within a mailroom or mail-handling function.
•Familiarity with facilities management systems, such as Corrigo or similar work order platforms.
•A keen eye for detail and a genuine passion for quality service delivery.
•Experience supporting events, visitor management, or meeting room coordination.
•Comfort working in a role that combines administrative tasks with occasional physical activity.
Benefits
•Great employee discounts off fitness, wellbeing & other renowned brands
•18 weeks paid maternity leave
•Private Health Insurance Discounts
•Active Social Club
•Employee assistant program
•Novated Lease for EV cars
•Paid time off for volunteer work
•Career Opportunities with Australia's #1 Commercial Real Estate firm
•Premium offices
Location
On-site – Brisbane, QLD
