Workplace & Executive Support Coordinator

Job Title: Workplace & Executive Support Coordinator Location: (including hybrid): Melbourne, Australia Salary: $75,000 - $90,000 + Superannuation Team: People Team Reporting To: Head of People, APAC Kaluza reimagines energy to bring net-zero within everyone’s reach. Our intelligent Platform enables energy utilities to unlock the full value of a radically changing energy system and propel us to a future where renewable energy is sustainable, affordable and accessible for all. From automating and simplifying core operations including billing to create a lower-cost, higher-engagement experience, to optimising energy usage across smart devices in the home, we turn tough challenges into win-win-win outcomes for customers, suppliers and the energy system. We champion a flexible, hybrid work approach and we find that teams often benefit from coming together in the office at least 3 days a week to foster connection and accelerate progress. Outside of these collaborative opportunities, we aim to be as flexible as possible to balance work with life. As a company we come together annually for our conference and end of year celebrations! Our goal is to build a self-sufficient and empowered team here on the ground in Australia. We’re well on our way, but until we get there we still have some reliances on our UK team. We’re a global company, so you may occasionally jump on a call outside standard hours. These are limited, and you’re free to take the time back during the day Where will I be working? You’ll join the People team in our Melbourne office, reporting to our Head of People, APAC, and working alongside our People Generalist and Talent Acquisition Partner. It’s a small team supporting an office of around 150 people. You own the practical setup of working here: access passes, desks and the everyday office logistics that keep people working from day one. The more sensitive calls (reasonable adjustments, anything personal or confidential) stay with the Generalist and Head of People, so you won’t be left to figure those out alone. We’re a small but highly focused team in a scaling business, which means we’re looking for someone who enjoys connection and collaboration but can also operate confidently and independently. It’s a challenging but exciting time for us and you’ll need to thrive in ambiguity, stay agile, and adapt calmly when plans change at the last minute. If you’d rather have a settled routine, this may not be the role for you. What will I be doing? We're looking for a Workplace & Executive Support Coordinator to look after the day-to-day of our Melbourne office, the practical side of the employee experience and calendar management of members of our leadership team. Our business is complex and has a range of different stakeholders and specialisms within it, all focused on building a scalable platform to power the future of energy. Running the office - Order and restock fruit, drinks, snacks, kitchen supplies and stationery for a busy office, adjusting quantities as consumption changes and keeping an eye on spending. Some deliveries need collecting from the street, so a bit of light carrying is part of the job - Keep shared spaces looking their best, look after the plants, and keep the TVs and noticeboards fresh with new content and photos so the office feels like ours - Be our main contact for the serviced office team on anything that needs fixing, booking or chasing - Manage meeting room credits (a part of WeWork) and make sure we have enough to cover demand for our People. - Handle health and safety housekeeping: know who our first aiders and fire wardens are, make sure drills and building notices reach the team, and keep records in order - Process supplier invoices and expenses accurately and on time Joiners, movers and leavers - Stay across our new starters, movers and leavers, making sure the right access is activated and deactivated at the right time - Support the People team with the logistics of onboarding and offboarding Equipment and adjustments - Book DSE assessments, order equipment and track what’s outstanding - Coordinate the logistics of reasonable adjustments. This needs discretion: the People Generalist makes the decisions and you make them happen. Events and engagement - Plan and run our yearly events, and arrange catering for team events through the year - Help with engagement activities led by the wider People team, including logistics for DEI initiatives Return to office We’re rolling out a return to office from January 2027, with three office days a week, and you’ll be central to making it work. The groundwork is in place, and the People team will support you throughout. This will include: - Desk booking: Set up the new desk booking system and communicate it clearly, so everyone knows how to use it. - Shared spaces: Make sure people know how to use meeting rooms and shared spaces, and keep the office set up and up to date. - Feedback loop: Answer practical questions and share what you’re hearing from our people, so we can keep improving the experience. Executive support and calendar management - Provide general calendar management to members of our leadership team: scheduling, managing conflicts, and keeping their calendars workable - Support our UK executives when they visit Melbourne: manage their calendar, organise client meetings, and be on the ground so they can make the most of their time in Australia About You We’re after someone with a year or two in an admin, office, events, reception or EA-type role who’s keen to grow into a People and Workplace role   Ideally you’ll have/be - Organised and reliable: you keep track of lots of small things and they get done without anyone chasing - Comfortable working independently in an ambiguous environment - High attention to detail - Discreet: you’ll know about adjustments and personal moments, and you’ll treat them with care - Good with people and happy to be the friendly face of the office - Someone who uses good judgement on what to do yourself and when to check in - Comfortable ordering, tracking spend and working with suppliers - Confident managing a senior leader’s calendar What will set you apart - Experience with Google Workspace and Slack - Experience in a serviced office or a fast-growing company - Event planning experience, even small-scale - First aid or fire warden training, or a willingness to get it - An interest in People and/or workplace work Kaluza Values Here at Kaluza we have five core values that guide us as a business: Play to win, Solve the real problem, Build trust every day, Own the outcome, Go further together   From us you’ll get Currently, from day one, you will get: - Progressive leave policies - including leave dedicated to the moments that matter to you the most - Annual discretionary bonus - Dedicated personal learning and home office budgets - Flexible working — 3 days in our CBD Melbourne (WeWork) office - 26 days holiday - Novated Leasing - Purchase Leave We want the best people   We’re keen to meet people from all walks of life — our view is that the more inclusive we are, the better our work will be. We want to build teams which represent a variety of experiences, perspectives and skills, and we recognise talent on the basis of merit and potential.   We understand some people may not apply for jobs unless they tick every box. But if you're excited about joining us and think you have some of what we're looking for, even if you're not 100% sure, we'd still love to hear from you.   Find out more about working at Kaluza http://kaluza.com/ on our careers page https://kaluza-dev.webflow.io/careers and LinkedIn https://www.linkedin.com/company/kaluza/. You can also find our Applicant Data Protection Policy here https://www.kaluza.com/applicant-data-protection-notice.