Associate Facilities Coordinator at Shieldai.
About the role
Shieldai is seeking a professional to manage our front desk operations and ensure a welcoming workplace for all guests and staff. You will serve as the primary point of contact for our Melbourne office while supporting daily administrative and facility functions.
Key facts
Location: Melbourne, AUS
Engagement: Full-time, Monday to Friday, 8am to 5pm
What you'll do
Welcome visitors and provide professional assistance upon arrival
Handle general email correspondence and direct inquiries to the correct departments
Oversee visitor check-in procedures, including badging and site access
Keep the reception area organized and presentable
Organize conference room bookings and meeting schedules
Manage office logistics such as mail, deliveries, and supply stock
Act as the point of contact for external vendors and service providers
Help organize and run internal office events
Collaborate with the security, IT, and facilities departments to maintain site standards
Manage confidential records and sensitive information with care
Requirements
Year 12 Certificate or equivalent (Associate or Bachelor degree is preferred)
1 to 3 years of experience in administrative, receptionist, or front desk roles




Ability to communicate clearly in both written and verbal formats
Proficiency using Google Workspace or Microsoft Office
Capacity to manage multiple tasks and priorities in a busy setting
High level of organization and attention to detail
Professional attitude with a focus on customer service
Nice to have
Background in high-growth office or manufacturing environments
Familiarity with Envoy or similar visitor management software
Experience in office operations or facilities support
Understanding of security protocols and access control systems
Experience managing vendor relationships, event planning, or delivery logistics
Independent problem-solving abilities
Skills & tools
Microsoft Office
Google Workspace
Envoy (preferred)
Practical notes
This position is based on-site in Melbourne and requires a consistent presence during the specified working hours. Compensation is determined by factors such as certifications, experience, skills, and work location. All job offers are subject to a successful background check and potential reference verification.
Shieldai is an equal opportunity employer and provides accommodations for those with disabilities or special needs during the application process.
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📌 Associate Facilities Coordinator (Melbourne)
🏢 Shieldai
📍 Melbourne