Office & Project administration

Syxgen is seeking an organised and capable Office & Project Coordinator to join our Melbourne office.

The position will support several business areas across the Syxgen group, working closely with management to coordinate projects, administration, documentation and day-to-day office activities.

This is not a traditional front desk or purely administrative position. We are looking for someone who can organise information, follow up actions, manage competing priorities and gradually take ownership of projects.

Key Responsibilities

Project & Business Coordination

• Support management with ongoing projects.

• Track project actions, deadlines, outstanding items and required follow-ups.

• Coordinate information between internal team members, suppliers, professional advisers and external parties.

• Maintain project trackers, records, reports and supporting documents.

• Follow up quotations, documents, approvals, deliveries and other project requirements.

• Assist with research, information gathering and basic project analysis.

• Identify outstanding matters and escalate issues when required.

• Help ensure agreed actions are followed through to completion.

Administration

• Prepare, organise and maintain business documents and electronic filing.

• Assist with correspondence, forms, quotations, invoices and administrative documentation.

• Coordinate meetings, appointments and project schedules when required.

• Maintain records of key decisions, actions and deadlines.

• Provide general administrative and operational support to management.

Office Coordination

• Manage office supplies and stationery.

• Coordinate couriers, deliveries and incoming documents.

• Maintain an organised and functional office environment.

• Coordinate basic office maintenance and service providers when required.

• Assist with meeting room preparation and general office housekeeping.

• Support other reasonable day-to-day office requirements.

About You

You will ideally:

• Have experience in project coordination, office administration, executive support, operations or a similar role.

• Be highly organised and comfortable managing multiple priorities.

• Be reliable with follow-ups and deadlines.

• Have strong written and verbal communication skills.

• Be able to work independently and take ownership of tasks.

• Have strong attention to detail and document management skills.

• Be confident using Microsoft Office, particularly Excel, Word and Outlook.

• Be comfortable learning new systems and working across different industries.

• Have a practical, problem-solving approach.

• Be comfortable working in a small office environment where responsibilities can vary from project coordination to general office administration.

Experience with manufacturing, international suppliers, logistics, legal/IP matters or SME businesses would be advantageous but is not essential.