Operations & Administration Coordinator

Employment Details

• Location: South Melbourne, Victoria
• Employment: Full-time
• Salary: $80,000 - $90,000 (plus superannuation)
• Reports to: Operations Manager (day-to-day), with strategic oversight from directors
• Commencement: As soon as possible
• Probation: Three-month probation period

About Benefolk

Benefolk exist to strengthen the people and organisations creating positive social impact. We partner with charities, social enterprises, community organisations and philanthropic foundations to build stronger organisations, healthier leaders and greater impact for communities. Organisations come to us to solve pressing challenges, navigate change, pursue growth and deliver meaningful transformation, from developing strategy and strengthening leadership, culture and governance to improving operations, growing revenue, building their brand and adopting AI and technology. Our services span consulting, advisory, fractional workforce solutions, philanthropy partnerships, education and professional development, the Expert Bar (service that provides on-demand access to trusted specialists for practical, expert advice) and digital resources supporting organisations across Australia. Client projects are delivered through our network of more than 80 specialist consultants and our internal AI and Technology and Brand and Marketing teams. 

A typical assignment might involve a charity seeking to refresh its organisational strategy, strengthen its brand and improve its use of technology. Our Project Office would identify and bring together the right specialists, coordinate the engagement and support the client and consulting team through to successful completion. 

Benefolk is entering an exciting growth phase. We are investing in our people, systems and Project Office (central function that manages client projects from first enquiry through to successful completion) - capability to support significant growth over the coming years while maintaining an exceptional client experience. 

The Opportunity

This is an opportunity to join Benefolk at an exciting stage of growth. You will complete a structured handover with our existing part-time Administration Manager before taking ownership of the role, helping shape the systems and processes that underpin our Project Office. 

About the Role

The Operations & Administration Coordinator is the operational backbone of Benefolk. Reporting to the Operations Manager, with strategic oversight from the Project Office Directors, the role supports the CEO and Executive Team while providing operational and administrative coordination across consulting, advisory, fractional workforce and Expert Bar services. In any given week you may be working across 20–30 client cases. The successful candidate remains calm under pressure, thrives in a fast-paced environment, enjoys juggling multiple priorities and delivers an exceptional client experience. 

Reporting Relationships

• Reports to the Operations Manager (day-to-day). 
• Strategic oversight from the Directors. 
• Works closely with the CEO, Executive Team, Client Managers, Specialist Consultants, Finance Team and Marketing & Communications. 

Key Responsibilities

Executive Support (20%)

• Coordinate executive calendars, meetings and travel. 
• Support Executive and Board meetings. 
• Coordinate events, workshops and stakeholder meetings. 
• Provide proactive executive administration and follow-up. 

Project Office Administration (80%) 

Client and Project Administration

• Schedule meetings, workshops and online consultations. 
• Co-ordinate proposals, service agreements and client documentation. 
• Coordinate consultant scheduling, onboarding and documentation. 
• Set up new client engagements and maintain project records. 
• Track milestones, deadlines and follow-up actions. 
• Ensure documentation is accurate and professionally presented 
• Support Client Managers across multiple concurrent client cases. 
• Attend client briefings where necessary. 
• Provide exceptional day-to-day client service. 
• Maintain regular communication with clients and consultants.

CRM & Systems

• Maintain HubSpot CRM and project databases. 
• Ensure data integrity and support reporting. 
• Contribute to improving Project Office systems, workflows and playbooks.

Finance Administration 

• Liaise with the Finance Team regarding new client engagements and project information. 
• Provide accurate information to support the preparation of client invoices. 
• Support service agreements and contractor administration. 

Office Operations 

• Support the day-to-day administration of the South Melbourne office. 
• Assist with organisational administration, templates and internal coordination. 

Essential Selection Criteria

• Minimum five years' experience in a client-facing operations, administration, project coordination or professional services role. 
• Exceptional client service and relationship management skills. 
• Experience managing multiple concurrent client cases and competing priorities. 
• Outstanding attention to detail across proposals, service agreements and client administration. 
• Demonstrated CRM/database experience (HubSpot highly desirable). 
• Strong digital capability using Google Workspace and cloud-based business systems. 
• Excellent written and verbal communication skills. 
• Highly organised, proactive and dependable.

Who We're Looking For

You are aligned with Benefolk’s mission and motivated by supporting organisations creating positive social impact. You enjoy being at the centre of a busy organisation, are calm under pressure and thrive in a dynamic environment. You anticipate needs, create order from complexity and take pride in producing work of a consistently high standard while contributing positively to a collaborative, high-performing team. 

Success Measures

• Exceptional client experience. 
• Accurate and timely project administration. 
• High-quality and timely proposals, service agreements and documentation. 
• Well-supported Client Managers and specialist consultants. 
• HubSpot maintained accurately. 
• Continuous improvement of Project Office systems. 

Why Join Benefolk

• Join Benefolk during an exciting growth phase. 
• Help shape the systems and operations of a growing national organisation. 
• Work with a warm, collaborative, high-performing team. 
• Make a meaningful contribution to Australia's social sector.