Knowledge Systems Coordinator

The Core Systems Centre (CSC) is responsible for the operational and knowledge infrastructure that supports SAOTA and ARRCC.  The Centre maintains the systems people work within, develops tools and processes that improve studio effectiveness and coordinates cross-departmental initiatives that do not sit within a traditional functional team.

The CSC plays a critical role in ensuring that information flows efficiently across the business, that key projects move through established governance structures, and that staff have access to the tools, knowledge, and training they need to perform at their best.

We are seeking a highly organised, proactive and systems-minded Knowledge Systems Coordinator to join the Core Systems Centre.

This role is responsible for establishing, managing, and continuously improving ARRCC's core project coordination and knowledge-sharing functions.  Acting as the operational backbone of ARRCC's Executive Committee (EXCO) framework, the successful candidate will coordinate project pipelines, facilitate committee workflows, manage training and knowledge-sharing initiatives, and help drive studio-wide productivity through Microsoft 365 adoption.

The role works in close partnership with the SAOTA Knowledge Systems Coordinator, who serves as the primary collaborator and initial mentor.  Together, the coordinators operate within a shared systems environment and planning calendar while supporting the unique operational needs of each studio.

Strategic direction and oversight are provided by the Office Systems Coordinator.

This is an ideal opportunity for someone who enjoys bringing structure to complexity, building efficient systems, facilitating collaboration, and helping others work smarter.

As the primary coordination point for ARRCC's Executive Committee framework, you will:

• Own and maintain the ARRCC EXCO project programming cycle, adapting SAOTA's established framework to ARRCC's operating environment.
• Serve as the primary contact for ARRCC EXCO units regarding project pipelines, scheduling, coordination, and governance requirements.
• Facilitate and chair fortnightly EXCO unit meetings, including scheduling, agenda preparation, meeting administration, and action tracking.
• Manage the project intake process, ensuring that submissions are complete, accurate, and ready for progression through the EXCO structure.
• Monitor project movement through the programme and maintain accurate project status information.
• Identify workflow bottlenecks, platform limitations, process gaps, or inefficiencies and escalate opportunities for improvement to the Office Systems Coordinator.
• Develop, maintain, and continuously improve coordination resources, procedural documentation, user guides, and supporting materials.

You will play a key role in supporting ARRCC's culture of learning and knowledge exchange by:

• Chairing and managing the operational delivery of ConnectEd, the studio's internal knowledge-sharing and training programme.
• Managing the ARRCC EXCO Forum review process and supporting its ongoing effectiveness.
• Planning, scheduling, and coordinating all ConnectEd and EXCO Forum sessions.
• Coordinating speakers, logistics, recordings, presentation materials, and attendee communication.
• Producing and distributing the fortnightly ConnectEd memo, summarising key insights and content for staff who were unable to attend.
• Collecting, consolidating, and reporting programme feedback for review by the Office Systems Coordinator.
• Working closely with the SAOTA Knowledge Systems Coordinator to ensure alignment across both companies and prevent scheduling conflicts.

As the programme develops, you will contribute to improving digital productivity across both SAOTA and ARRCC through:

• Creating practical Microsoft 365 training resources, user guides, quick-reference materials, and staff communications.
• Facilitating Microsoft 365 training sessions across both companies.
• Supporting a phased rollout approach and helping expand the programme as adoption grows.
• Acting as a first point of contact for day-to-day Microsoft 365 queries and directing staff to appropriate resources.
• Identifying recurring support themes and improvement opportunities and escalating these to the Office Systems Coordinator.

As a member of the Core Systems Centre, you will:

• Work closely with the SAOTA Knowledge Systems Coordinator on shared initiatives and process improvement projects.
• Contribute to CSC planning, systems development, operational improvements, and special projects.
• Proactively identify operational risks, workflow challenges, and capacity constraints.
• Support continuous improvement across the studio's operational and knowledge-management systems.

The Knowledge Systems Coordinator has autonomous decision-making responsibility for:

• ARRCC EXCO project programming within the approved framework.
• Project timeline adjustments, milestone sequencing, and project status management.
• ConnectEd and EXCO Forum scheduling, logistics, communication, and operational delivery.
• Microsoft 365 training content creation and programme delivery within approved guidelines.

The following matters are escalated to the Office Systems Coordinator:

• Changes to programming frameworks, systems, or platforms.
• Cross-departmental workflow decisions outside established processes.
• Microsoft 365 programme strategy, direction, and rollout decisions.
• Matters requiring senior stakeholder engagement beyond routine EXCO coordination.

• Exceptional organisational and administrative skills with strong attention to detail.
• Proven ability to manage multiple projects, deadlines, and stakeholders simultaneously.
• Strong meeting facilitation, coordination, and follow-through capabilities.
• Excellent written and verbal communication skills.
• Ability to create professional documentation, training materials, and user guidance.
• High levels of initiative, ownership, and accountability.
• Strong problem-solving skills and a continuous improvement mindset.
• Confidence engaging with stakeholders across all levels of an organisation.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, SharePoint, OneNote, Word, Excel, and PowerPoint.
• Ability to learn new systems and processes quickly.

• Experience in project coordination, operations, knowledge management, training coordination, programme administration, or business systems support.
• Experience facilitating workshops, training sessions, or learning programmes.
• Experience working with workflow, project management, or knowledge management platforms.
• Experience supporting organisational change or digital adoption initiatives.

The successful candidate will be:

• Highly organised and process-driven.
• Comfortable managing complexity and coordinating multiple moving parts.
• Naturally collaborative and relationship-focused.
• Proactive, resourceful, and solutions-oriented.
• Confident facilitating meetings and engaging groups.
• Curious about systems, productivity, and continuous improvement.
• Passionate about helping others work more effectively.
• Able to balance attention to detail with broader operational awareness.

This role offers a unique opportunity to sit at the intersection of operations, knowledge management, collaboration, and digital productivity within two globally recognised design studios.  You will work closely with leaders across SAOTA and ARRCC, help shape the way knowledge is shared throughout the business, and play a key role in building systems that enable people to do their best work.

If you enjoy creating order, connecting people, improving processes, and making organisations more effective, we'd love to hear from you.