Office Coordinator

Be Part of Our Next Chapter

For over almost 60 years, our solutions have enabled impactful connections between some of the world’s leading brands and their customers. And while we’ve already done a lot of work we’re proud of, we’re just getting started!

We’re a global technology company focused on creating dynamic, smart, personalised and engaging customer experiences powered by our range of digital hardware, our proprietary content management system and our industry leading signage solutions. (For example: If you’ve ordered in-store or in the drive-thru at McDonald’s somewhere in the world in the last few years, chances are you’ve interacted with our digital solutions.) We work in over 50 global markets and have 9 offices around the world, with a global headquarters proudly located in our founding home of Sydney, Australia.

Coates Group has the values of a family-owned business and the innovative spirit of a start-up, both which fuel our purpose – Creating Connections. Empowering Partnerships. Always Evolving. Through hard work, dedication and creativity, we’ve become industry leaders who have won awards and set records while remaining focused on continual growth and evolution. We are a 2x Australia Good Design Award winner and successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are curious, charismatic, authentic and we value and leverage the diversity of our crew. We are imaginers, kindness enthusiasts, experts, creators, thinkers, challengers, collaborators and over-achievers. And together, as a Crew, we are revolutionizing the way the world’s leading brands leverage technology to drive the best customer experiences.

Please note this is a 12 month fixed term contract, working 8.30am - 3.00pm, 4 days per week. 

The Office Coordinator provides high level of customer service and support to the Sydney office crew. This role is responsible for the look and feel of the office space making it presentable at all times as well as take incoming client calls, management of the front of house. This role will support the Office Manager in any related tasks with the Sydney office, including coordination of office events, adhoc P&C support and facilities management. 

Role Reponsibilities

• Oversee front-of-house operations, ensuring a welcoming and professional environment for staff and guests and act as the first point of contact for all on-site inquiries.
• Handle reception management, including phone calls, emails, and visitor coordination. Ensure a seamless flow of Crew communication across the business.
• Maintain and manage a smooth functioning office space including meeting room management and tending to common areas ensuring they are presentable and functional.
• Support Crew with Travel Platform Management and other ad-hoc travel support
• Assist with administrative tasks for the Senior Leaders, Chief of Staff, Office Manager, and People & Culture teams.
• Proactively facilitate building maintenance and vendor coordination, including inventory and office supply management – office snacks etc.
• Support the planning and execution of office events and celebrations. Ensuring seamless end to end delivery of enjoyable event experiences
• Provide regular updates through office communications, including FIU logistics, Crewsletter contributions, and Slack/Teams announcements.
• Partner with IT and OM to address day-to-day office equipment and hardware needs, including security and FOB distribution.
• Assist with onboarding new starters and employee gifting for life events and milestones.
• Contribute to ad-hoc project work, including but not limited to supporting the activation of the new office space, event coordination, and workplace initiatives.
• Foster a culture of safety by supporting the Office Manager in managing WHS requirements, ensuring a safe, compliant, and proactive workplace for all staff and visitors.
• Provide thought leadership on ongoing office improvements, identifying opportunities to enhance efficiency, functionality, and the overall workplace experience.

Role Requirements

• A minimum of 2 years experience as a receptionist, administrator or in a similar office or events support role
• A strong background in customer service is highly desirable, with proven ability to create positive and professional experiences for staff and guests.
• Strong knowledge and practical experience with Microsoft Office Suite (e.g., Outlook, Word, Excel, PowerPoint).Familiarity with Slack and other communication tools is preferred.

About Coates

We are industry leaders who have won awards and set records. We are a 2x Australia Good Design Award winner and we successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are industry leaders who have won awards and set records. We are a 2x Australia Good Design Award winner and we successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are led by a forward-thinking CEO who has demonstrated a true passion for people and making Coates a place where people genuinely enjoy working. Our growth plans enable a focus on providing rapid career advancement opportunities for our talent.

Together, we are creators, allowing us to make our purpose a reality – to create immersive brand experiences for everyone.

Join a Crew that Cares

Be part of a global team of talented, ambitious, creative people that value integrity, individuality and inclusivity. (Ask us about our Equality + Empowerment Initiatives).

The benefits include an annual market competitive bonus program and our “Thrive Program” which includes a suite of flexible work options because we’re strong believers that you should never miss an important life or work moment. Thrive also provides dedicated time to prioritize our health and wellbeing (think virtual Yoga or meditation sessions), a Global Wellness paid day off to recharge as well as a “Give Back Day” to allow our Crew an opportunity to make an impact in the community.

Be inspired To Be More

We skip the red tape and aim to always stay nimble. We’re proud of where we’ve been and are energized by where we’re going. We encourage ideas and perspectives because we know the more we have, the better we are. We work hard but have fun along the way. We push the boundaries but keep it real and authentic. We believe in the values that got us here are the ones that will continue to lead us forward. We are excited by what we’ve accomplished, but know the best is yet to come.

Coates Group is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, or citizenship status (except in those special circumstances permitted or mandated by law).