Req ID:528180
At Alstom, we build what millions depend on daily - rail transportation systems that can’t afford to fail. We’re more than 85 000 people worldwide creating the industry most diverse portfolio: high-speed trains, metros, trams, maintenance services and integrated systems.
More than a job: a mission
We have an exciting opportunity for an experienced and highly organised professional to join our Brisbane team as our Office Coordinator. Based in our new Brisbane CBD office, this role is an integral part of the project team and serves as a key point of contact for all office-related operations. Working onsite five days per week and 8h/day, the Office Coordinator will be responsible for ensuring the efficient day-to-day management of the office environment, coordinating facilities and administrative services, and providing executive support to the Project Director, including travel and diary management.
You'll be joining a team and project that will contribute to the future of Queensland's rail network, improving safety, reliability and capacity for generations to come.
The Office Coordinator plays a critical role in maintaining smooth business operations by overseeing administrative processes, managing vendor and stakeholder relationships, coordinating office services, and ensuring compliance with company policies and procedures. Acting as a trusted liaison between management, employees, visitors, and corporate stakeholders, this position is essential to creating a productive, professional and inclusive workplace. The role will also support employee engagement initiatives and help foster a welcoming environment where all employees feel respected, connected, valued and empowered to contribute their best work.
Your role, your impact
Responsibilities will include, but are not limited to:
- Managing office access cards, including maintaining registers and allocating cards to employees.
- Coordinating office access for visitors, contractors and Alstom corporate guests.
- Managing front-of-house and reception activities.
- Maintaining adequate supplies of Personal Protective Equipment (PPE) for the project team.
- Managing office administration budgets, including the creation and administration of Purchase Requisitions (PRs) and Purchase Orders (POs) for rent, utilities, parking, office equipment, catering and other operational expenses.
- Ordering and managing business cards as required.
- Coordinating company and project events, including R U OK? Day, International Women's Day, team events and other employee engagement activities.
- Managing catering requirements and associated PR/PO administration for office events.
- Maintaining secure key registers and overseeing key management processes.
- Managing kitchen supplies, equipment and general office amenities.
- Administering the office desk-booking system.
- Supporting the onboarding of new employees by coordinating site inductions and company information.
- Providing leave coverage for the site-based Project Coordinator when required.
- Coordinating general facilities and office maintenance activities to ensure a safe and professional working environment.
- Supporting and promoting an inclusive and engaging workplace culture through employee engagement initiatives, recognition activities, corporate events and wellbeing programs.
You’ll work with sharp, committed teams across Altom — solving complex challenges that shape the future of mobility.
What you bring
At Alstom, we value passion, attitude and potential as much as experience. We don't expect you to have every qualification listed below, but these capabilities will help you succeed and grow in this role:
- A self-motivated and proactive professional who thrives in a dynamic role and enjoys supporting both people and operations.
- Excellent communication skills, with the ability to engage effectively with stakeholders at all levels of the organisation.
- Highly organised, detail-oriented and able to manage multiple priorities simultaneously.
- Several years'strong administrative and coordination skills, supported by experience in a similar office coordination, administration or executive support role.
- Technologically proficient, with strong Microsoft Office skills and experience using ERP systems (preferred).
- Demonstrated ability to work independently while maintaining a collaborative and customer-focused approach.
Skills & Capabilities
- Strong stakeholder management and relationship-building skills across diverse and multidisciplinary teams.
- Ability to manage competing priorities and deliver outcomes in a fast-paced environment.
- Excellent organisational skills with a high level of accuracy and attention to detail.
- Strong problem-solving capability and a proactive approach to identifying and addressing operational needs.
- Confident communication skills with the ability to influence, coordinate and drive alignment across stakeholders.
- Proficiency in Microsoft Office applications and modern collaboration tools.
Personal Attributes
- Accountable and outcomes-focused, with a strong sense of ownership.
- Professional, approachable and service-oriented.
- Resilient and adaptable, with the ability to remain effective under changing priorities.
- Collaborative and inclusive, with a commitment to fostering a positive workplace culture.
- Passionate about creating a welcoming and inclusive workplace where everyone feels valued, respected and empowered to contribute.
- Builds positive relationships across all levels of the organisation and contributes to a strong sense of team belonging.
- Highly trustworthy and discreet when handling confidential information.
Things You'll Enjoy
Join us on a transformative and long-term career journey in an industry that's shaping the future of sustainable transport.
- 18 weeks paid parental leave.
- Diversity & Inclusion employee network groups.
- Our investment in your development, through award-winning learning.
- Health & wellbeing programs.
- Volunteer Day – one paid day each year to support your local community.
- ME Day – an additional paid day each year to rest and recharge.
- Working alongside diverse, supportive and high-performing teams.
- Contributing to innovative and large-scale infrastructure projects.
- Opportunities for career growth across functions, projects and geographies.
- A competitive reward package that recognises performance and potential.
You don't need to be a train enthusiast to thrive with us, but once you step onto one of our trains with friends or family, you'll be proud of the impact you've helped create.
Important to note
As a global business, we’re an equal-opportunity employer that celebrates diversity across the 70+ countries we operate in. We’re committed to creating an inclusive workplace for everyone.
An agile, inclusive and responsible culture is the foundation of our company where diverse people are offered excellent opportunities to grow, learn and advance in their careers. We are committed to encouraging our employees to reach their full potential, while valuing and respecting them as individuals. We are an equal opportunity employer and strongly encourage women, Aboriginal and Torres Strait Islander, people with disability and other minority groups to apply.
We recognise that embracing flexibility & inclusivity is the smarter way of working. Please speak with us about your individual needs or if any workplace adjustments are required. If you require any adjustments to the recruitment process please email: [email protected].
For internal applicants, please ensure you confirm your eligibility to apply with your Supervisor and relevant Human Resources representative prior to submitting an application.
As part of the application process, you will be required to undergo pre-employment reference and medical checks, including drug and alcohol testing.
Job Segment: Administrative Assistant, Office Manager, ERP, Administrative, Technology
