Office Manager

vor 4 Wochen

Sydney, Österreich NICE Vollzeit

Main Purpose:

The main purpose of this role is to provide a safe, efficient and pleasant working environment for NICE employees in Sydney & Melbourne.

Main Duties:

Manage smooth day to day running of the office facilities in Sydney such as:

  • Effective running of the Facilities Services function for our office located in a multi tenanted building.
  • Responsible for the reception duties such as:
    • Ensure efficient handling of calls, taking messages and managing visitors.
    • Issue access passes/access cards to new employees and NICE visitors following NICE Security Policy procedures.
    • Manage the parking allocation.
    • Ensure time delivery of Mail & Courier services.
  • Space management and internal moves. Maintain monthly report on the occupancy status.
  • Conduct routine maintenance and repairs for the office equipment and upkeep.
  • Act as key point of contact with cleaning company and other key personnel in the multi tenanted building including security, ground floor reception, contractors and engineers.
  • Implement office processes and procedures in line with NICE global policies and requirements.
  • Coordinate bookings of large office meetings, trainings, catering, and office events
  • Carry out the New Starter Induction process for all new employees starting in Australia, ensuring a smooth transition.
  • Identify and evaluate suppliers for office equipment (working closely with the Purchasing department) as due diligence to ensure that stocks are maintained for stationery and pantry services.
  • Liaise with Accounts Payable Department for office related invoice payments.
  • Ensure Health and Safety standards are fully implemented and maintained and to act as Health and Safety Incident Control Officer for all emergency situation.
  • Organise and update Fire Wardens and First Aiders as necessary and organize mandatory training.

Manage smooth day to day running of the meeting room facilities in Melbourne:

  • Liaise with the shared office space provider for meeting room requirements.
  • Update list of employees required to access the meeting rooms.
  • Monitor and update the utilisation of the meeting room used by NICE employees.
  • Report the weekly utilisation trend to NICE employees and Real Estate team.
  • Validate and submit the invoices for payments on time.

Additional Duties:

  • Support new hire on-boarding process.
  • Support HR with
    • Employee onboarding and exit process.
    • Employee welfare events and activities.
  • Support Travel desk with new employee’s queries related to travel reimbursement and BizDoc
  • Support local MD on-site with administrative tasks.
    • Managing the calendars.
    • Setting up meetings with the customers.
    • Booking travels and hotels through travel desk.
    • Submitting expense claims.
  • Provide assistance where needed to IT in configuring laptops, sending and ordering laptops and network set-up.
  • Provide assistance to Telecom team in managing monthly invoices, mobile asset and data card inventory management, coordinating with vendors to resolve any service issues.

Essential Requirements

  • 2-3 years working experience as an Office Admin, managing office with above 30 employees.
  • Experience in administration in a global high-tech company – an advantage.

Key Competencies

  • Service oriented, supportive and welcoming.
  • Ability to interface effectively with different professional focal points within the organization including IT, HR, Finance, Travel and corporate units.
  • Highly organized and ability to handle multi-tasking assignments.
  • Fluent in English - excellent written and verbal communication skills.
  • A team player - excellent interpersonal and communication skills.
  • Ability to work under pressure, multi-tasking.
  • Full discretion - will be exposed to confidential information.
  • Good computer skills including MS Office (Outlook, Word, Excel, PPT)
  • Demonstrated ability to work independently.

Budget

  • 65,000 AUD

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