Administration Support Coordinator (Procurement & Operations)
Full-Time | Based in Head Office Botany| Permanent Role
Reporting To: Production Director
Make it Work Behind the Scenes.
Join the team that brings magic to life. As an Administration Support Coordinator, you'll be the engine room behind our technical, production, logistics, and finance functions — helping us keep things moving, accurate, and well-documented across the year.
About the Role
This role is designed for an organised, systems-minded, and proactive administrator who thrives in a fast-paced, seasonal business. You'll play a critical role in procurement, inventory management, documentation, job tracking, and invoice processing — adapting to support the Production & Tech teams during peak build/install season, then shifting your focus to Logistics and Finance post-season.
It's a hands-on, year-round role for someone who's confident across systems, has great attention to detail, and is comfortable working with multiple departments across a seasonal cycle.
Key Responsibilities
Peak Season (June to December): Production & Tech Focus
* Attend daily Production briefings; liaise with Tech & Production Director to plan procurement.
* Process procurement requests, obtain quotes, raise and track Purchase Orders.
* Match packing slips to POs, assign invoices to correct job codes/kits (e.g., CQS).
* Maintain supplier database, update pricing, and track job costs in real time.
* Monitor inventory levels across Tech and Production, including consumables.
* Support tech teams with timesheet tracking, data entry, and reporting.
* Manage shared inboxes, print job packs,
* Anticipate 60% of time supportingProduction and 40% of time supporting Finance and Warehouse
End Season (Dec – March): Finance Focus
* Assist with reconciliation of seasonal purchasing and job-related expenditure.
* Prepare POs for overheads, enter and match supplier invoices.
* Support Finance with high-volume invoice processing (e.g., Bunnings, credit cards).
* Anticipate 60% of time supportingFinance and 40% of time supporting Production and Warehouse
Mid-Year (March – May): Warehouse & Logistics Focus
* Assist with purchasing Warehouse & Logistics items
* Assist with stocktakes and inventory system updates (e.g., EVO uploads).
* Act as a point of contact for general inventory and stock-related queries.
* Help refine internal processes for purchasing and admin systems.
* Anticipate 60% of time supportingWarehouse and 40% of time supporting Finance and Production
What We are Looking For
* Background in administration, purchasing, accounts support, or related field.
* Excellent communication, coordination, and organisational skills.
* Confidence with Microsoft Office Suite, Excel, Sharepoint, and digital file systems.
* Willingness to learn internal platforms (e.g., SAGE, CQS, Smartsheet).
* Ability to work with different departments and adapt to seasonal needs.
* Attention to detail, proactive follow-up, and a solutions mindset.
What You will Love about this role
* A behind-the-scenes role in a creative, fast paced team high-output environment.
* A variety of responsibilities that shift throughout the year – no two months are the same.
* A supportive and collaborative team culture.
* Opportunities to shape processes and improve how departments interact.
* Flexibility to take on new challenges and grow with the role.
Availability
* Full-time role, based onsite.
* Will require flexibility and increased hours during peak season (Sept–Feb).
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Information Technology
* Industries
Events Services
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