Seeking Office Coordinator – Client & Team Support

ABN subcontractor

About Us

AYA Home & Community Services is a registered NDIS provider committed to delivering high-quality, person-centred disability support services.

We believe in creating meaningful connections between participants, support workers and the wider care team to ensure individuals receive coordinated support that meets their needs and goals.

We are seeking a highly organised, professional and proactive Office Coordinator to join our team and play a key role in supporting our daily operations, clients and support workers.

About the Role

As our Office Coordinator – Client & Team Support, you will be the central point of contact for clients, support workers and external stakeholders.

This is a diverse, hands-on position combining office administration, client engagement, compliance management and stakeholder coordination.

The successful candidate will demonstrate excellent communication skills, strong organisational abilities and confidence in managing challenging situations professionally.

You will also conduct monthly face-to-face client visits to ensure services are running smoothly and participants receive appropriate support.

Key Responsibilities

Office Administration & Coordination

- Manage daily administrative tasks, including phone calls, emails, filing and data entry.
- Maintain accurate and confidential client and employee records.
- Coordinate appointments, schedules and client visits.
- Ensure smooth communication between management, staff and clients.

Client & Support Worker Engagement

- Act as the first point of contact for participant and staff enquiries.
- Maintain regular communication with clients and support workers.
- Conduct monthly in-person client visits to monitor service delivery and identify changing needs.
- Address concerns, complaints and service-related issues professionally.
- Manage challenging conversations and de-escalate conflicts appropriately.
- Maintain professional boundaries with clients,



families and staff.

Compliance & Documentation

- Monitor staff compliance documentation, including NDIS screening checks, training and qualifications.
- Maintain up-to-date client records, service agreements and incident documentation.
- Assist with compliance monitoring, audit preparation and continuous improvement.
- Ensure confidentiality and compliance with organisational policies and NDIS requirements.

Stakeholder Coordination

- Communicate with support coordinators, behaviour support practitioners, plan managers and allied health professionals.
- Coordinate information sharing and follow up on outstanding actions.
- Identify gaps in participant support and assist in coordinating appropriate solutions.
- Promote effective teamwork and communication across the organisation.

About You – Essential Skills & Experience To be successful in this role, you will demonstrate:

- Excellent communication skills: Professional telephone manner and confidence communicating with clients, families, staff and stakeholders.
- Strong organisational skills: Ability to multitask, manage competing priorities and meet deadlines.
- Conflict resolution skills: Confidence in managing challenging situations, complaints and difficult conversations calmly and respectfully.
- Qualified boundaries: Ability to build positive relationships while maintaining appropriate professional standards.
- Compliance and administration experience: Ability to maintain accurate records, monitor documentation and support compliance requirements.
- Stakeholder management: Strong interpersonal skills and the ability to coordinate with multiple stakeholders.




- Professionalism and confidentiality: High levels of integrity, discretion, reliability and accountability.

Highly Regarded
- Previous experience working within the NDIS, disability support, healthcare or community services sector.
- Understanding of NDIS Practice Standards, participant support arrangements and compliance requirements.
- Experience using ShiftCare, Brevity, SupportAbility or similar client management systems.
- Proficiency in Microsoft Office or Google Workspace.
- Certificate or Diploma in Business Administration, Community Services, Disability or a related field.

Mandatory Requirements

Applicants must have

- Current, valid driver's licence.
- Full Australian working rights.
- NDIS Worker Screening Check (or willingness to obtain).
- Working with Children Check (or willingness to obtain).
- Availability to work five days per week in the office, with monthly client visits.

Why Join AYA Home & Community Services?

This is an opportunity to join an organisation dedicated to making a positive difference in the lives of people with disabilities.

You will have the opportunity to:

- Work in a meaningful, client-focused environment.
- Play an important role in coordinating quality disability support services.
- Develop professional relationships with clients, support workers and healthcare professionals.
- Contribute to service improvement and organisational growth.
- Work in a diverse role with responsibility and variety.

How to Apply

If you are organised, confident, compassionate and calm under pressure, we would love to hear from you!

Please submit your updated resume and a cover letter outlining your relevant experience and addressing the essential selection criteria.

Apply now through Indeed and become part of the AYA Home & Community Services team!

AYA Home & Community Services

Where Support Meets Community

Job Type: Casual

Pay: $25.00 per hour

Work Location: In person

📌 Office Coordinator – Client & Team Support - Sunshine Victoria
🏢 AYA HOME u0026 COMMUNITY SERVICES
📍 Sunshine