Job Title

Administration Support Coordinator (Procurement & Operations)Full-Time | Based in Head Office Botany| Permanent RoleReporting To: Production DirectorMake it Work Behind the Scenes.Join the team that brings magic to life. As an Administration Support Coordinator, youll 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 RoleThis role is designed for an organised, systems-minded, and proactive administrator who thrives in a fast-paced, seasonal business. Youll 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.Its a hands-on, year-round role for someone whos confident across systems, has great attention to detail, and is comfortable working with multiple departments across a seasonal cycle.Key ResponsibilitiesPeak Season (June to December): Production & Tech FocusAttend 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 WarehouseEnd Season (Dec March): Finance FocusAssist 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 WarehouseMid-Year (March May): Warehouse & Logistics FocusAssist with purchasing Warehouse & Logistics itemsAssist 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 ProductionWhat We are Looking ForBackground 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 roleA 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.AvailabilityFull-time role, based onsite.Will require flexibility and increased hours during peak season (SeptFeb).Seniority levelSeniority levelEntry levelEmployment typeEmployment typeFull-timeJob functionJob functionInformation TechnologyIndustriesEvents ServicesReferrals increase your chances of interviewing at Chas Clarkson Christmas & Experiences by 2xSign in to set job alerts for Support Coordinator roles.Executive Assistant and Project CoordinatorSurry Hills, New South Wales, Australia 6 days agoSydney, New South Wales, Australia 1 day agoSydney, New South Wales, Australia 2 days agoMacquarie Park, New South Wales, Australia 23 hours agoSydney, New South Wales, Australia 3 weeks agoWetherill Park, New South Wales, AustraliaA$70,000.00-A$80,000.001 week agoSydney, New South Wales, Australia 2 weeks agoZetland, New South Wales, AustraliaA$32.00-A$36.0011 months agoL1 Support Specialist - 12-month ContractSydney, New South Wales, Australia 1 day agoSydney, New South Wales, Australia 3 months agoSydney, New South Wales, Australia 7 months agoSydney, New South Wales, AustraliaA$80,000.00-A$95,000.003 weeks agoSydney, New South Wales, Australia 1 day agoParramatta, New South Wales, AustraliaA$50.00-A$70.002 days agoSydney, New South Wales, Australia 2 weeks agoParramatta, New South Wales, Australia 3 weeks agoSydney, New South Wales, Australia 2 weeks agoSydney, New South Wales, Australia 2 days agoSydney, New South Wales, Australia 4 weeks agoSydney, New South Wales, Australia 3 weeks agoMascot, New South Wales, Australia 5 hours agoNorthmead, New South Wales, Australia 1 week agoTechnical Support Specialist (Req # 1785)Sydney, New South Wales, Australia A$70,000 - A$80,000 1 day agoSydney, New South Wales, Australia 2 days agoParramatta, New South Wales, Australia 1 week agoSydney, New South Wales, Australia 3 days agoMillers Point, New South Wales, Australia 1 day agoLiverpool, New South Wales, Australia 2 months agoWere unlocking community knowledge in a new way. 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