Office Coordinator Sydney | Administration, Client Service & Marketing Support

About us
Migration Downunder is a trusted and respected provider of high-quality, client-focused immigration advice. Established in 1999, we help individuals, families and businesses navigate Australia’s complex immigration system with clarity, integrity and exceptional service. We are a team-oriented and supportive team that values professionalism, work-life balance and a positive workplace culture. The opportunity We’re looking for an Office Coordinator to join our Sydney office and become an important part of the day-to-day running of Migration Downunder. Reporting to the Practice Manager, this is a wide-ranging role combining administration, client service, office coordination, billing support and marketing. You’ll be one of the first points of contact for our clients and external stakeholders, while providing practical administrative support to a busy professional team. For us, personality and communication skills are just as important as administration experience. We’re looking for someone who is warm, engaging and naturally enjoys dealing with people. You’ll be comfortable picking up the phone, speaking with clients from a wide range of backgrounds, communicating with colleagues across the business and adapting your approach depending on the person and situation. You’ll also need to be highly organised and detail-focused. This is a role for someone who likes getting things done, follows through on what they say they’ll do and takes pride in keeping things running smoothly behind the scenes. What you’ll be doing No two days will be exactly the same. Your responsibilities will include:
- Being a friendly and professional first point of contact for clients, visitors and external stakeholders.
- Answering our main office phone line, handling general enquiries, transferring calls and taking accurate messages.
- Providing proactive administrative support across the practice and keeping the Practice Manager informed of issues or delays.
- Preparing standard client cost agreements, invoices and receipts and following up outstanding documentation and accounts.
- Monitoring incoming Department of Home Affairs correspondence and ensuring information is accurately recorded and directed to the appropriate team members.
- Maintaining client information and documents within our practice management systems.
- Helping keep our Sydney office organised, including supplies, facilities and general office coordination.




- Coordinating approved travel arrangements, team activities and events.
- Assisting with IT support requests and following issues through to resolution.
- Preparing Mailchimp campaigns and client newsletters for review.
- Creating routine social media content using approved content and brand templates.
- Assisting with marketing campaigns, events and promotional activities.
- Supporting team meetings, including preparing minutes and following up action items.
- Assisting with onboarding logistics for new team members.
- Taking on project work and additional responsibilities as your knowledge and confidence grow. What we’re looking for Essential
- Excellent written and verbal English communication skills, with the confidence to communicate clearly and professionally by phone, email and in person.
- A warm, friendly and engaging communication style and a genuine enjoyment of dealing with people.
- The ability to build rapport and communicate effectively with people from different backgrounds, personalities and circumstances.
- Strong administration and office coordination skills.
- Excellent attention to detail and a high level of accuracy.
- Strong organisational and time-management skills, with the ability to juggle different tasks and deadlines.
- A responsive and reliable approach. If you say you’re going to do something, you follow it through.
- Confidence using Microsoft 365 and other business systems.
- Initiative and a practical, can-do attitude.
- Good judgement and the confidence to ask questions or escalate something when it doesn’t look right.
- Professionalism and discretion when dealing with confidential or sensitive information.
- A positive and collaborative approach to working within a team. Desirable
- Previous experience in administration, office coordination, reception or a client-facing support role
- Experience within legal, migration, accounting, consulting or another professional services environment
- Experience preparing invoices, receipts or client agreements
- Experience with Mailchimp, Canva or similar marketing tools




- Experience using a CRM or practice management system such as Migration Manager
- Experience with Xero or similar Accounting software We don’t expect you to walk in knowing all of our systems. What matters more is that you’re comfortable with technology, willing to learn and happy to take feedback on board. The type of person who will enjoy this role You’re someone who genuinely likes people and brings positive energy to the workplace. You might be the person who naturally notices when something needs doing and gets on with it. You’re happy speaking with a new client one minute, sorting out an administrative issue the next, helping organise a team event and then getting back to a piece of work that requires careful attention to detail. You understand that great administration isn’t just about ticking off tasks. It’s about communication, responsiveness, accuracy and making things easier for the people around you. You don’t need to know everything, but you need to be willing to learn, comfortable asking questions and confident enough to take greater ownership as you develop in the role. Why join Migration Downunder?
- Flexible working arrangements, with a balance of office-based and remote work.
- Great working conditions with a genuine focus on work-life balance.
- Paid birthday leave.
- A company-paid self-indulgence day once a quarter.
- Organised team events and activities.
- Career development and professional growth opportunities.
- A diverse, friendly and supportive team.
- An ethical practice with a genuine passion for helping people.
- In-house learning and the opportunity to work alongside highly experienced immigration professionals.
- An opportunity to broaden your responsibilities as your skills and confidence develop.
- Salary commensurate with experience. The role is based in Sydney, and some flexibility in

working hours
may occasionally be required to meet business or client needs.

How to apply
If you’re looking for a role where you can combine your administration skills with your personality, communication skills and love of dealing with people, we’d love to hear from you. Please send your résumé and a cover letter to our Managing Director, Julie Williams, at [[email protected]](mailto:[email protected]). In your cover letter, tell us a little about you, why this role appeals to you and what you think makes someone great at being the first point of contact for a business.

📌 Office Administrator (Chatswood)
🏢 Migration Downunder
📍 Chatswood