Office and Project Coordinator

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Pear Tree.

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Pear Tree is a Melbourne‑born offshore recruitment and hiring services company that connects Australian, US, and UK businesses directly with skilled offshore professionals (primarily from the Philippines) without agency markups. They provide end-to-end hiring support — sourcing, screening, skills assessments, video interviews, reference checks — and offer payroll, Employer‑of‑Record, and compliance assistance plus a six‑month replacement guarantee. Pear Tree recruits across IT, sales & marketing, finance, creative, admin and operations roles, emphasizing cost savings, direct pay to talent, and secure onboarding workflows.

📋 Description

• Manage general office administration and day-to-day operational support • Coordinate meetings, calendars, travel and team logistics • Prepare correspondence, reports, presentations and project documentation • Support onboarding and administration for employees and subcontractors • Maintain registers, records and filing systems • Assist with procurement, purchase orders, invoices and supplier coordination • Support compliance documentation and general business administration activities • Liaise with clients, suppliers and project stakeholders in a professional manner • Developing bids and project proposals for clients and public tenders • Provide high-level executive assistance to the Managing Director, including proactive diary, inbox and priority management • Coordinate and prepare briefing materials, reports, presentations and correspondence on behalf of the Managing Director • Act as a key point of contact between the Managing Director and internal/external stakeholders • Support strategic planning activities by assisting with preparation of meeting packs, agendas and follow-up actions • Coordinate leadership meetings, including scheduling, minutes and tracking of actions • Assist with business development activities, proposals and client engagement coordination as required • Anticipate needs and proactively manage tasks to enable the Managing Director to operate effectively and efficiently • Assist Project Managers with project administration and coordination activities • Support preparation and management of project documentation, reports and deliverables • Coordinate document control processes and maintain project records • Track actions, deliverables and project milestones • Assist with meeting coordination, minutes and follow-up actions • Support project planning and resource coordination activities • Help maintain project systems and reporting tools • Provide administrative support across multiple rail/infrastructure projects as required • Contribute to a collaborative and professional team environment • Support continuous improvement initiatives and process development • Assist leadership with ad hoc business and operational tasks • Maintain a high standard of professionalism, confidentiality and attention to detail

🎯 Requirements

• 3–5 years of experience in an administration, office coordination, or executive support role • Demonstrated ability to support senior stakeholders, including diary and inbox management • Strong organisational and time management skills with the ability to juggle competing priorities • Excellent written and verbal communication skills • High attention to detail and a proactive, self-driven work style • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) • Comfortable working autonomously in a fast-paced, dynamic environment • Experience maintaining records, registers, and filing systems • Professional and discreet — able to handle confidential information with integrity • **Nice to Have:** • Experience in rail, infrastructure, engineering, or construction industries • Exposure to project coordination or project delivery environments • Familiarity with document control systems or project management platforms (e.g. Aconex, Procore, MS Project) • Experience supporting a Managing Director or C-suite executive • Relevant qualifications in Business Administration, Management, or related field