Events and Office Coordinator (FT/ 4 days a week + weekends)

Permanent Full Time

Are you a highly organised, engaged and personable individual who has experience in the dental industry but is pursuing a career outside of clinical practice?

We are an Education Institute that helps early-career dental professionals excel in their career by providing exceptional education, support and mentorship. Our vision is to be the premier education institution for early career dentists and take them on the journey from beginner to expert. We run annual programs with online academics, hands-on education and mentoring. The role will involve coordinating the organisation of these events, liaising with our industry partners, providing customer service, responding to enquiries and general administrative duties.

This job is based in Melbourne, Tuesday-Friday full time hours, with significant flexibility where you will be able to work from home with ongoing team correspondence. Wednesday we regularly work from our office in Malvern East. You must have availability on average x 1-2 weekends a month to work Saturday-Sunday (February to November) to coordinate the running of hands-on workshops.

Responsibilities include:

Outstanding customer service in person and online

Responding to current and future customer enquiries

Assisting with the sales process

Managing the customer experience

Utilising Customer Relationship Management (CRM) Software

Responding to email enquiries

Event organisation

Organising venues, catering, liaising with industry partners and speakers

Event administrative tasks such as creation of run sheets, floor plans, clients lists etc

Setting budgets and running reports on Events

Facilitating the procurement/production of event signage and branded merchandise

Develop and distribute event communications to clients

Managing our internal inventory of event equipment and setup

Maintain contact on social media accounts and websites

Other duties as required to assist the Director

Attendance of in-person workshops and ensuring success from setup to close

Event setup of online education platforms

Marketing support

Assisting with Marketing projects, including Email creations and Campaigns

Support with updating and maintenance of the website as needed

Assist with Social Media content creation creation and distribution

Office administration

Assisting with a range of accounting, personnel or purchasing activities, which may include: - processing of invoices - processing or raising of purchase orders - processing expense claims and electronic filing

Pro-actively assists in the creation and preparation of correspondence, documents, reports, presentations and/or publications.

Providing administration support including but not limited to arranging and attending meetings, conferences, functions, taking and distributing minutes and making travel and accommodation arrangements.

Ownership and management of HR calendar

Assistance with business accreditation processes

Administration of necessary materials for attendance at internal/external events

Effective interaction & collaboration with people at all levels within and external (including vendors) to the organization

Skills and qualifications:

Strong time-management skills and multitasking ability

Keen eye for visuals, content creation and Social Media

Ability to adapt to changing situations in a calm and professional manner

Proven administrative experience

Customer service orientation and interpersonal skills

Superb written and verbal communication skills

Proficient in Google Workplace (e.g., Google Docs, Gmail, etc.), with aptitude to learn new software and systems

Be articulate, accurate and exhibit a very high attention to details.

Maintain a focus on growth and continuous improvement

Trustworthy and ethical

Proactive and anticipates needs: has a problem-solving approach to work

Ability to work both autonomously and within team

Requirements:

Dental industry experience is required

Administrative experience (e.g., front desk/reception) is required, or previous experience in practice management, sales or events management is preferred

Training will be provided.

Remuneration discussed on an experience basis, $70-80,000 p.a salary + Superannuation

We are seeking someone who is interested in growing and developing with the role and Company

Seeking Commencement June-July 2025

Please email interest, resume and references, with the email title: “Office and Events Coordinator Application” to: [email protected]. Looking forward to hearing from you.

Find out more: https://www.generaldentalresidency.com.au

~ Dr. Alex Khominsky

Director of gDR