Team Coordinator- Support Our Head Of It

We are seeking a skilled and proactive Team Coordinator to join our dynamic IT team and contribute to our ongoing success. 

The Team Coordinator will provide effective, efficient and professional administrative support to our Head of IT with a focus on managing calendars, inbox activity, formal meetings, travel & expense management and a range of other a range of other administrative activities in support of the IT senior management team.

About Us

ADF Careers is the largest workforce outsourcing solution in the southern hemisphere with over 80,000 applications received on average each year.

ADF Careers is on a mission to recruit the right people, in the right numbers, at the right time to support the Australian Defence Force to build, sustain and maximise Defence capability.

Our people are our greatest asset. We recognise and respect our people’s need to work in ways that support their careers, families, and lifestyle. That’s why we offer flexible working arrangements, learning pathways, additional leave entitlements and extensive corporate discounts across a variety of product and services. We want our people to be financially rewarded; to feel good and to go beyond what they thought possible at work.

Be you, and we’ll be better together.

To find out more about our great employee benefits and what it’s like to be part of the team, reach out to our friendly talent acquisition team.

Detailed Job Description

As the Team Coordinator, you will support our Head of IT and the broader team with coordination and administration duties including setting up meetings, taking minutes, preparing for meetings, and communicating effectively with internal and external stakeholders and partners.

You will:

• Coordinate day to day calendar and activities of the IT leadership team, ensuring that schedules are aligned and tasks are prioritized and completed efficiently
• Providing end to end coordination and administration support to Head of IT.
• Pro-actively identifying opportunities to improve department administration and establishing new procedures to improve our workflows communications routines, scheduling, calendars etc.
• Maintaining day-to-day calendar, travel coordination, manage receipts and assist with on-boarding staff
• Take the initiative on suggesting/enacting changes to calendars and schedules without direction
• Serve as a point of contact between IT team members and other departments
• Maintain department documentation including policy and procedures
• Manage the coordination and administration of formal meetings including anticipating needs with regard to preparation of agendas, taking meeting minutes and timely distribution to the team members
• Conduct follow-ups on action items and ensure timely resolution
• Liaising with internal and external stakeholders (executive level professionals and those in executive support roles) to ensure co-ordination and scheduling of activities.
• Proactively, following-through on meeting actions often with deadline pressures.
• Maintaining professionalism, discretion and confidentiality of all information and relationships with all stakeholders and matters.
• Regular touch points to discuss and agree on key priorities

Candidate’s Profile

As the Team Coordinator, you will 3+ years of administrative and coordination experience with an interest in IT.

Bachelors degree in Business Administration, Information Technology or relevant field is preferable.

To be considered, you will:

• Proven experience in administrative and coordination roles, preferably within IT industry is desirable
• Enjoy working in an active team environment, with the drive to make a real contribution to our passionate team
• Monitor and manage inbox, calendar and your own workload while working within role expectations, deadlines and management requirements
• Ability to manage conflicting deadlines and have excellent time management skills and be able to demonstrate your ability to meet deadlines and prioritise tasks
• You are a people person, who thrives on supporting a team and our clients
• You will be effective at working in a highly confidential environment.
• Strong written and verbal communication, negotiation, influencing and problem-solving skills with a solution focused mindset
• Advanced capability with MS Office (Word and Powerpoint) and Sharepoint
• Professional, approachable, customer centric in nature
• Possess strong organisation and prioritisation skills
• Excellent time management, attention to detail and organisational skills; ability to multi-task and manage competing prioritise
• Ability to work under pressure and handle stress in a demanding and fast paced environment
• The desire to learn new skills, willingness to adapt and be proactive in suggesting innovative solutions to improve efficiency
• Ability to act without specific direction and take the lead on improvements (requires some experience)
• Experience with formal document management and associated tools
• Comfortable with managing formal meetings with various external stakeholders – Commonwealth, suppliers and other stakeholders

Job Offer

If eligible, please submit your resume; applications are open to all qualified Australian citizens regardless of their background, identity, experiences and beliefs. Please connect with us at any time during the recruitment process for a confidential conversation if you require assistance to participate fully in our recruitment process.

If you require any further information on this great opportunity, please email Sahar Khalid on: ************@adecco.com.au

To apply for this position, please submit your application online through our designated platform. The deadline for applications is 11:30 PM (AEST) on 26th April, 2024. It's important to note that applications will be reviewed and processed as they are received.