Office Coordinator (Part Time - 20hrs per week)

About Veracross:

Veracross provides SaaS-based School Information Systems (SIS) designed to meet the specific needs of independent K-12 schools worldwide. Our one-record solution combines the power of a fully integrated single-record database, personalized communication tools, and an elegant architecture that is unique in our industry.

We are a growing, values-led community of 350 employees in the US, UK and Australia who share a vision to unify school communities, improve the quality of education, and enhance learning. And we’re succeeding! As of early 2025, we are supporting 3200+ schools in 60 countries.

Veracross is five product brands in one global tech company

• Veracross SIS is a one-person, one-record school management platform
• Magnus Health provides cloud-based Student Health Record (SHR) solutions
• Digistorm connects with their communities through Digistorm Websites, Digistorm Funnel, and Digistorm Apps.
• Epraise incentivizes student well-being and connects teachers, students, and families.
• Firefly provides an online learning space for students and teachers

Position Overview

The Office Coordinator plays a vital role in ensuring the smooth, safe, and efficient day-to-day operations of the office. This position combines administrative excellence with strong organisational and interpersonal skills to support teams, coordinate office logistics, and foster a positive and compliant workplace environment.

This position is located on-site, out of our office in Miami, Gold Coast.

This is a part-time role, 4hrs per day / 9am to 1pm / 5 days a week, reporting to the HR Manager.

Key Responsibilities

• Administrative Support

• Manage calendars and schedule internal and external meetings.

• Coordinate office activities and ensure seamless daily operations.

• Provide general administrative and clerical support to management and staff.

• Create, manage and support travel bookings & changes in a timely manner.

• Office Operations

• Oversee office supplies, equipment, and general maintenance to ensure a functional workspace.

• Liaise with building management and vendors to resolve facility and maintenance needs.

• Monitor and manage operational expenses within budget.

• Reception Duties

• Greet & welcome visitors to the office

• Manage incoming and outgoing correspondence, including email, mail, and packages.

• Handle inquiries, directing them appropriately.

• Records Management

• Maintain accurate records, databases, and filing systems (both physical and digital).

• Ensure document confidentiality and compliance with record-keeping policies.

• Support data entry and administrative record maintenance.

• Financial Administration

• Process invoices, purchase orders, and office-related expense claims with Finance.

• Track, reconcile, and report on office expenditures.

• HR Support

• Assist with onboarding new employees and preparing welcome materials.

• Coordinate staff training, team events, and employee engagement activities.

• Support IT with equipment orders and delivery.

• Event Planning

• Plan and coordinate internal events such as team-building activities, staff celebrations, and company-wide meetings.

• Manage logistics, catering, communications, and setup for events.

• Ensure all events align with company culture and values.

• Design & Communication

• Create visually appealing presentations, invitations, and internal communications using Canva or similar tools within established brand guidelines.

• Support company-wide announcements, newsletters, and internal campaigns.

• Contribute to enhancing workplace culture through clear, engaging communication.

• Project Coordination

• Provide logistical and administrative support for team projects and company initiatives.

• Assist in tracking progress, deadlines, and deliverables.

• Facilitate collaboration between departments to ensure project success.

• Workplace Health & Safety Management

• Maintain a safe and compliant workplace in line with health and safety regulations.

• Conduct regular safety checks and coordinate emergency procedures (e.g., fire drills, first aid readiness).

• Liaise with building management and external contractors on safety and compliance matters.

• Maintain safety documentation, incident reports, and risk assessments.

• Promote a culture of safety awareness and ensure all staff understand and follow WHS protocols.

Requirements

• Business/Administration Qualification or Proven experience in office administration/related role.

• Excellent organisational and multitasking abilities.

• Strong interpersonal and communication skills.

• Proficiency in Microsoft Office Suite and Canva.

• Knowledge of workplace health and safety practices and compliance.

• Experience managing invoices, budgets, and supplier relationships.

• Attention to detail and a proactive, solutions-oriented approach.

Benefits

• The best tools to get the job done!

• When you join Veracross, you get a Macbook Pro, a 32-inch monitor, and an adjustable desk and Herman Miller chair for the office.

• Growth opportunities!

• Veracross is growing fast, allowing you to own your role and grow with us! Operating within a global team, there are opportunities for professional development allowing your skills to grow as the business grows.

• Work/life balance

• Management encourages taking hour-long lunches and finishing on time and understands that you have a life outside of work. You can take the day off for your birthday and get a $100-a-year allowance for well-being. Massage, anyone?

• Parental leave policy

• As part of Veracross parental leave policy, you’re eligible for paid leave as a primary parent and secondary parent when you welcome a new child into your family. This is available after 12 months in a full-time role.

• Make a difference

• Our work makes a positive contribution to our schools, their students and their families around the world!

• Snacks, drinks & coffee

• Digistorm’s (Veracross) Gold Coast HQ offers a coffee machine, snack bar and fully stocked drinks fridge to keep energy levels high! Vege chips, kombucha, almond milk, cookies; you name it, they have it.

• Culture

• The Veracross team is fun, relaxed, and sociable, reflected in the casual dress code and social events. The office has an open floor plan, which allows for cross-team communication and a collaborative environment. Join some staff for lunchtime surfing or hit up nearby food spots for a burger by the beach.