Office, Finance & Marketing Coordinator

Engine Room VM is a national property services and project management consultancy with offices across NSW, QLD, and VIC. We deliver high-quality project management, advisory, and property services to a broad client base across the built environment. This role will be based in our Sydney CBD office.

 About the Role

Reporting to the Operations & General Manager, this is a hands-on, varied coordinator role spanning finance administration, business operations, people support, marketing and office IT.

You will work closely with the Managing Director, Finance Manager, State Directors, and the broader project management team. No two weeks will look the same, and that is exactly what makes this role so rewarding.

You bring initiative, attention to detail, and a positive energy to a boutique team that genuinely values your contribution.

Key Responsibilities

 Finance Support

• Prepare draft monthly invoices for review and approval

• Set up new clients, including client registration requirements

• Assist with bank and credit card reconciliation in our accounting software

• Monitor and follow up on aged debtors, liaising with clients and internal stakeholders

• Provide ad-hoc financial administration support to the Finance Manager, Operations & General Manager, and Managing Director

People & HR Support

• Prepare new employee letters of offer, contracts, and onboarding documentation

• Coordinate the staff performance review cycle, working with the Managing Director and State Directors

Marketing & Brand

• Design and update capability statements and marketing collateral for both businesses using Adobe InDesign

• Customise capability statements for specific proposals and keep sector capability statements current

• Coordinate and draft fee proposals in line with brand standards across Engine Room VM and Kin Capital

• Support State Directors and project leads in drafting fee proposals for specific project opportunities

• Manage and update company websites with current content, project highlights, and team updates

• Create and schedule LinkedIn and Instagram posts for both company pages, maintaining a consistent and professional voice

• Coordinate and maintain staff photos and CVs for proposals, the website, and business development material

• Manage branding collateral including business cards, site mesh, and signage

• Support business development activities including pitch preparation and presentation formatting

Operations & Administration

• Provide broad administrative support to the Operations & General Manager, Managing Director, Finance Manager, State Directors, and broader team across both businesses

• Coordinate internal communications, meetings, and scheduling as required

• Assist with preparation of reports, presentations, and internal documentation

• Travel administration and management for the senior leadership team and broader staff

• Manage company equipment and branded items including clothing, notepads, and stationery

• Support the coordination of company events

• Support the maintenance of ISO certification, standard processes, and company templates

• Contribute to continuous improvement of systems and business processes

IT & Systems (training will be provided)

• Manage the IT onboarding/offboarding process for employees using Microsoft 365

• Order and set up new laptops for employees

• Act as first point of contact for general employee IT issues, escalating where required

• Manage the company SharePoint

About You

To be successful in this role, you will bring:

• 5+ years of experience in a similar coordinator, administrator, or operations role

• Strong written communication skills with a sharp eye for detail

• Experience with invoicing, basic reconciliation, or accounts administration (Xero experience regarded but not necessary)

• Confidence working with senior stakeholders in a professional services environment

• Proficiency in Microsoft Office Suite, particularly Word and Excel

• Experience using Adobe InDesign is desired but not essential

• Comfort with everyday IT administration including Microsoft 365 applications

• Discretion and sound judgement when handling confidential employee and commercial information

• An interest in or familiarity with the property sector is a bonus, but not essential

What We Offer

• $100,000p.a. + superannuation

• Sydney CBD location, easily accessible by public transport

• A genuinely close-knit, boutique team environment where you are known, valued, and heard

• Direct access to senior leadership and a broad range of business functions

• A varied role, no two weeks are the same

• A collaborative, supportive culture

How to Apply

If this sounds like the role you have been looking for, we would love to hear from you. Please submit your CV and a brief cover letter outlining your experience and why you are the right fit for our team.