Office Experience Manager, Sydney

Act as main point of contact for employees regarding office needs and the regional point of contact for interoffice employee visits

Creating and managing in office events and external venue bookings for parties, volunteer efforts and inclusion and diversity celebrations

Greet visitors and communicate with employees about guest and interviewee arrivals; requires being present at the reception desk a majority of the time.

Support office-related communications, directing employees when necessary

Maintaining & tracking office and café supply orders. Organizing and ordering catering for meetings and events

Oversees office spending budgets, office invoice management and accounts payable

Maintain vendor relationships, contract agreements, COI reviews, and invoice reviews

Provide information for Year End vendor payment reviews and accruals

Create and maintain the shared office budget expenses for review with regional department heads and accounting

Ensure new hires are set up for success, preparing their workstation and supporting them during the onboarding process

Liaise with building and facilities manager regarding office needs and issues as they arise

Manage all incoming / outgoing mail and packages as well as badge creation support

Serve visitors by greeting, welcoming, taking beverage order, seating, assisting with any IT requirements, and announcing them appropriately

Answer, screen and forward any incoming phone calls while providing basic information when needed

Receive and sort daily mail/deliveries/couriers, along with sending email confirmations to the appropriate employee/dept

Maintain security by following procedures and controlling access via the reception desk (issue visitor passes, quarterly access card reviews)

Organize conference and meeting room bookings and maintain reception calendar

Perform other clerical receptionist duties such as filing, photocopying, collating, faxing, etc.

Monitor and maintain office and kitchen equipment and general tidiness of shared office areas

Submit work orders on behalf of the office staff and ensure work orders are completed accurately and timely

Writing and distributing interoffice memos

Performing the A/P process for corporate invoices, navigating accounts payable and vendor set up workflow in Basware system. This includes being the liaison between the Head AP Department and vendors

Act as point of contact to set up and troubleshoot WebEx/Teams meetings as well as other IT capabilities

Assist in duties related to Business Continuity Planning, e.g., assisting to establish protocols/processes during a pandemic/office emergency etc., and serve as a facilitator for building fire drills

4+ years of experience working experience in a front office/customer or client facing environment

Experience in budgeting and quarterly reforecasts is a plus

Experience in office management

Solid communication skills both written and verbal

Ability to be resourceful and proactive in dealing with issues that may arise

Ability to organize, multitask, prioritize and work under pressure

Excellent Microsoft Office skills including ability to build/maintain intermediate level spreadsheets for tracking of office costs and budgets

Flexibility to come in early or stay late for occasional meetings outside of office hours when necessary

Adaptable and self-sufficient team player

Experience leading projects and working with vendors

Experience reviewing contracts: COI review/file keeping

Outlook Calendar Management

Effective time management skills