Office Experience Manager, Sydney

Office Experience Manager, Sydney

OMERS | castle hill, NSW, AU

Posted 21 days ago

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Description

Why join us?

Are you looking to join a dynamic pension plan that embodies the strong values of its 500,000 members and is an industry leading global investor? If so, we would love to tell you our story.
 
At OMERS we put our people first and are proud to embrace the diversity of thought and leadership that comes from having locations in Toronto, London, New York, Singapore, Sydney and other major cities across North America and Europe. Our culture is truly one of a kind. We get stuff done, and have fun doing it! We take great pride in contributing to the communities where we live with an ever-constant eye to the global investment markets.

Responsibilities

  • 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

  • Qualifications

  • 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

  • Our story:

    Founded in 1962, OMERS is one of Canada’s largest defined benefit pension plans, with $121 billion in net assets as at December 31, 2021. OMERS is a jointly-sponsored pension plan, with 1,000 participating employers ranging from large cities to local agencies, and over half a million active, deferred and retired members. OMERS members include union and non-union employees of municipalities, school boards, local boards, transit systems, electrical utilities, emergency services and children’s aid societies across Ontario. Contributions to the Plan are funded equally by members and employers. OMERS teams work in Toronto, London, New York, Amsterdam, Luxembourg, Singapore, Sydney and other major cities across North America and Europe – serving members and employers and originating and managing a diversified portfolio of high-quality investments in public markets, private equity, infrastructure and real estate.

    OMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minorities, we have groups that are focused on making a difference in all of our lives.