Office Coordinator

Our Mission:

At CIM, our product vision is to help teams run better buildings with ease, for a sustainable future. We focus on simplifying complex building data and technology, making it accessible and actionable for people who own and operate buildings, directly contributing to the fight against the climate crisis.

Our clients include real estate investment trusts, super funds, governments, major cultural institutions and property owners who operate offices, shopping centres, airports, and other commercial spaces. 

The built environment is one of the biggest contributors to climate change, accounting for almost 50% of global greenhouse gas emissions. Over half of these emissions are generated by operational activities, which our software Peak helps reduce by enabling property operations teams to work smarter and more collaboratively. 

Will you join us?

We are seeking a vibrant, and energetic individual to join our team as a part-time Office Coordinator. In this role, you will play a crucial role in providing administrative support and maintaining office efficiency in our Sydney CBD HQ, whilst contributing to the overall success of our company.

If you are a proactive and organised individual with great people skills, this opportunity is perfect for you!

We’re a team of passionate, skilled experts united by our desire to improve sustainability in the built environment. We’ve won at the Telstra Business Awards (NSW, AU) for embracing innovation and are also listed in the Australian Financial Review’s Fast 100 growth companies.

What you’ll do:

Office Coordination: 

• Be the face of the office, the ‘go-to’ person for all things relating to office management.  
• Greet and assist visitors, including clients, suppliers and building maintenance people.
• Manage relationships with office suppliers, including but not limited to Building management, cleaners, aircon, IT and maintenance providers, 
• Log support requests with suppliers, tracking the smooth completion of maintenance tasks and timely resolution of issues.
• Man the office phone line, take calls and direct messages to the appropriate CIM staff.
• Monitor and maintain office & kitchen supplies stock levels, 
• Ensure meeting rooms and communal areas remain clean and presentable at all times. 
• Maintain WH&S compliance and be designated the safety warden in emergency situations.
• Assist with office-wide communications regarding any policy or process updates.
• Ensure all office equipment is in working condition, trouble-shoot issues and coordinate repairs.

Event Coordination:

• Organise regular team meetings including weekly Wrap Ups and quarterly Town Hall, sending invites, confirming attendees and speakers.
• Support the planning and drive coordination of office events, team activities, and celebrations. Assist in logistics, coordinating vendors, and ensuring events run smoothly. 
• Contribute creative ideas to enhance employee engagement and office culture.
• Ensure group meetings are recorded, where required take meeting minutes and distribute them as needed.

People & Culture Support: 

• Assist with the onboarding of new APAC employees, 
• For Sydney based new starters ensure their workstation is set up, all equipment is available and they have a welcome tour and intro to the team on day 1.
• As guided by the Head of People Ops, produce HR documents including employee letters, presentations and other communications.
• Assist with travel coordination, as the admin contact for our approved travel provider (truTrip) be a point of escalation and approver of national and international travel bookings for the APAC team.
• Take initiative to identify areas for improvement and suggest innovative solutions. 

Wider Team Support:

• Foster effective communication and positive relationships within the team and across the company. 
• Provide admin support to wider teams when required, assisting with ad-hoc projects or completing more regular ongoing tasks.
• Support Finance with the collation of receipts for purchases, also ensuring supporting documents related to supplier engagement are provided to upload to our accounting system (Xero).

What you bring:

• Previous experience in a similar role or customer service-oriented position
• A cheerful and positive attitude, bringing energy and enthusiasm to the workplace. Able to maintain a friendly and approachable demeanour.
• Have excellent verbal and written communication skills with the ability to convey information clearly to diverse audiences.
• Exceptional organisational skills with keen attention to detail. Able to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
• Take initiative and demonstrate a proactive approach to problem-solving. Willingness to go the extra mile to support team members and ensure tasks are completed efficiently.
• Be tech savvy, proficient in using software (e.g., Google Suite, Slack, Confluence) and comfortable learning new tools and systems. Basic knowledge of office equipment and ability to troubleshoot minor issues.
• Have discretion and the ability to handle sensitive information with confidentiality and professionalism.
• Ability to adapt to changing priorities and willingness to take on new challenges. Openness to work flexible hours as needed.

Who you’ll work with:

• This role reports to the Head of People Operations and will mostly work alongside the HR and Finance teams.
• Key internal stakeholders are the wider Sydney office, including Sales, Marketing, Customer Success, Product and Dev teams.

Our values:

Each day you deliver your role with our CIM Values front of mind:

• Building Joy - Our work provides customers with superpowers enabling them to be brilliant at what they do.
• Create with Meaning - doing work that matters is in our DNA. We never underestimate the climate challenge we face and the impact we can have
• It’s Urgent - We take initiative, fix problems and act with real urgency. Why - because the planet can’t wait
• Curiosity Ignites - Trust your instinct, follow a different path. We believe there’s always a better way
• Expert Learners - With a mix of brilliant mind, extraordinary thinking and unique skills, we mentor, share ideas and collaborate. Our learning has no end.
• Be a Legend - Empathy over ego. We are in this together and we look out for each other.

What else can we tell you:

• Get access to a range of employee perks, ranging from personal training sessions, a weekly catered lunch, referral bonuses and access to various wellbeing tools.
• Work part-time (20-24hrs per week), Monday to Friday, 
• A flexible, hybrid workplace. With a great office in the heart of Sydney with remote work options.
• Receive a company laptop and phone (or phone allowance) - having the reliable, quality tools to do your job is essential, and we’ll provide you with them.
• Access to opportunities to grow,  develop and be challenged in your role - progress is paramount, so you’ll receive the support and guidance you need to help you achieve your career goals.
• Knowing that each day you work at CIM, you’ll be taking climate action.
• Experience in a rapidly growing and diverse business - be part of something exciting, and be a key player in helping to shape CIM and the future of building energy efficiency.

We’re aware of research that indicates people identifying as women or from under-represented groups are far less likely to apply for roles if they don’t meet 100% of the requirements. At CIM, we’re interested in hiring passionate and curious people that are motivated to make a difference, so please still apply even if you don’t think you have the required experience in absolutely everything that we mention.

Full authorisation to work in Australia without restrictions, sponsorship is not available.