{"id":3955184,"url":"https://alion.io/job/kaluza-workplace-executive-support-coordinator","title":"Workplace & Executive Support Coordinator","company":{"id":51455,"name":"Kaluza","domain":"kaluza.com","url":"https://alion.io/company/kaluza","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Ashby","truth_index":{"grade":"B","score":75,"open_postings":4,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":30,"computed_at":"2026-11-10T06:52:35Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Melbourne, Australia"],"countries":["AU"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":75000,"max":90000,"currency":"AUD","period":"year","gross":null,"usd_annual":61817},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Slack","optional":false}],"status":"live","first_seen_at":"2026-11-09T04:48:56Z","employer_posted_date":"2026-11-09","last_verified_at":"2026-11-10T08:41:07Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"Job Title: Workplace & Executive Support Coordinator\nLocation: (including hybrid): Melbourne, Australia\nSalary: $75,000 - $90,000 + Superannuation\nTeam: People Team\nReporting To: Head of People, APAC\nKaluza 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.\nFrom 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.\nWe 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.\nOutside 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!\nOur 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\nWhere will I be working?\nYou’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.\nYou 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.\nWe’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.\nWhat will I be doing?\nWe'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.\nOur 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.\nRunning the office\nOrder 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\n\nKeep 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\n\nBe our main contact for the serviced office team on anything that needs fixing, booking or chasing\n\nManage meeting room credits (a part of WeWork) and make sure we have enough to cover demand for our People.\n\nHandle 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\n\nProcess supplier invoices and expenses accurately and on time\n\nJoiners, movers and leavers\nStay across our new starters, movers and leavers, making sure the right access is activated and deactivated at the right time\n\nSupport the People team with the logistics of onboarding and offboarding\n\nEquipment and adjustments\nBook DSE assessments, order equipment and track what’s outstanding\n\nCoordinate the logistics of reasonable adjustments. This needs discretion: the People Generalist makes the decisions and you make them happen.\n\nEvents and engagement\nPlan and run our yearly events, and arrange catering for team events through the year\n\nHelp with engagement activities led by the wider People team, including logistics for DEI initiatives\n\nReturn to office\nWe’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.\nThis will include:\nDesk booking: Set up the new desk booking system and communicate it clearly, so everyone knows how to use it.\n\nShared spaces: Make sure people know how to use meeting rooms and shared spaces, and keep the office set up and up to date.\n\nFeedback loop: Answer practical questions and share what you’re hearing from our people, so we can keep improving the experience.\n\nExecutive support and calendar management\nProvide general calendar management to members of our leadership team: scheduling, managing conflicts, and keeping their calendars workable\n\nSupport 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\n\nAbout You\nWe’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\nIdeally you’ll have/be\nOrganised and reliable: you keep track of lots of small things and they get done without anyone chasing\n\nComfortable working independently in an ambiguous environment\n\nHigh attention to detail\n\nDiscreet: you’ll know about adjustments and personal moments, and you’ll treat them with care\n\nGood with people and happy to be the friendly face of the office\n\nSomeone who uses good judgement on what to do yourself and when to check in\n\nComfortable ordering, tracking spend and working with suppliers\n\nConfident managing a senior leader’s calendar\n\nWhat will set you apart\nExperience with Google Workspace and Slack\n\nExperience in a serviced office or a fast-growing company\n\nEvent planning experience, even small-scale\n\nFirst aid or fire warden training, or a willingness to get it\n\nAn interest in People and/or workplace work\n\nKaluza Values\nHere at Kaluza we have five core values that guide us as a business:\nPlay to win, Solve the real problem, Build trust every day, Own the outcome, Go further together\nFrom us you’ll get\nCurrently, from day one, you will get:\nProgressive leave policies - including leave dedicated to the moments that matter to you the most\n\nAnnual discretionary bonus\n\nDedicated personal learning and home office budgets\n\nFlexible working - 3 days in our CBD Melbourne (WeWork) office\n\n26 days holiday\n\nNovated Leasing\n\nPurchase Leave\n\nWe want the best people\nWe’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.\nWe 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.\nFind out more about working at Kaluza on our careers page and LinkedIn.\nYou can also find our Applicant Data Protection Policy here.","description_format":"text","description_chars":7612,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Flexible schedule","Home office","Hybrid work"],"hiring_locations":[{"name":"Australia","iso":"AU","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Billing & Subscription Management","Smart Grid","Energy Management"],"lifecycle":[{"event":"open","at":"2026-11-09T07:24:11Z"}],"visa":[],"liveness":{"score":90,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.903,"p_room":1,"age_days":1,"expected_fill_days":30,"reasons":["conf:3","velocity","win:early"],"computed_at":"2026-11-10T06:52:35Z"},"pay":{"stated_usd_annual":61817,"is_top_pay":false},"html_url":"https://alion.io/job/kaluza-workplace-executive-support-coordinator","json_url":"https://alion.io/job/kaluza-workplace-executive-support-coordinator.json","meta":{"generated_at":"2026-11-10T12:12:11Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":28348,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-11T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":51455},"rest":"https://alion.io/mcp/rest/get_company?id=51455"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fkaluza-workplace-executive-support-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fkaluza-workplace-executive-support-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fkaluza-workplace-executive-support-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/kaluza-workplace-executive-support-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fkaluza-workplace-executive-support-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3955184}},{"tool":"search_jobs","arguments":{"company":"kaluza.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3955184},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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