Office Manager

vor 3 Wochen

Council of the City of Sydney, Österreich Ideagen Vollzeit
About Us

Ideagen is the invisible force behind many things we rely on every day - from keeping airplanes soaring in the sky, to ensuring the food on our tables is safe, to helping doctors and nurses care for the sick. So, when you think of Ideagen, think of it as the silent teammate that's always working behind the scenes to help those people who make our lives safer and better. 

Every day millions of people are kept safe using Ideagen software. We have offices all over the world including America, Australia, Malaysia and India with people doing lots of different and exciting jobs. 

Ideagen believe that by recruiting diverse and talented individuals, we create an inclusive community for all. We are committed to empowering all colleagues to maximise their potential and express their unique characteristics, experience, and knowledge to achieve their ambitions.

The Office Manager is the key go-to person for all office and events related matters and queries. This role also provides support to SVPs and VPs

Responsibilities

Office administration and management

  • Perform office management and reception tasks in a highly professional manner
  • Coordinate the purchase of stationery, office and kitchen supplies and office equipment to maintain the supply levels
  • Oversee collection of inward and outward mail, arranging couriers, running errands
  • Organise work space bookings for interstate staff
  • Manage inbound and outbound couriers
  • Coordinate and support travel bookings for Australia-based staff
  • Support staff expense claims processing
  • Manage leases and office setup/updates/fit out/renovations project
  • Manage expense and credit card
  • Manage weekly FridayFix (internal newsletters)
  • Provide administrative support to SVPs and VPs
  • Building management liaison
  • Manage company travel accounts
  • Schedule online and face to face client meetings when required, manage conference room availability and bookings, assist with audio visual requirements and meeting room set up
  • Support and manage all-staff comms in relation to topics such as office administration, building updates/outages/maintenance.
  • Manage capital purchases, direct vendor relations, maintain equipment tracking records
  • Conduct general/ad hoc administrative tasks as required
  • Assist with finance ad-hoc tasks as required

HR and events assistance

  • Manage employee onboarding and offboarding requirements for Australia-based team members including preparing and coordinating new starter’s equipment and helping with building tour
  • In partnership with the People Partner, coordinate annual people events and calendar, obtain quotes, organise morning tea/afternoon tea
  • Manage internal staff communications platforms
  • Support recruitment activities where required
  • Provide health and safety support
  • Support and execute company engagement initiatives as directed
  • Provide HR operational support as required
Skills and Experience
  • Indicatively, 2-3 years in a similar position
  • Outstanding verbal and written communication skills
  • Outstanding interpersonal skills
  • Intermediate to advanced Microsoft Office skills
  • Flexible and adaptable to changing priorities
  • A high degree of initiative and organisation
  • Able to work as part of a team and autonomously
  • Able to produce high quality and accurate documentation in a timely manner
  • Exceptional organisational skills
  • A can-do attitude with a willingness to learn and take on tasks
  • Ability to handle high-volume workloads and prioritise tasks effectively
  • An understanding of and demonstrated commitment to principles of confidentiality

Behaviuors

  • Ambitious - Drive, Planning & Execution
  • Adventurous - Flexibility & Resilience and Savvy Thinking
  • Community - Collaboration & Communication
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