Finance & Office Experience Administrator

TRANSFORMING THROUGH TECHNOLOGY

Our Purpose

We transform the way people operate and interact with public venues, places, and major events.

Our Role

We digitise Australian’s most known and recognised brands.

POSITION OVERVIEW

The Finance and Office Experience Administrator plays a pivotal role in ensuring the seamless coordination of internal activities, fostering a positive workplace environment, and supporting various administrative support, human resource, and employee experience functions within the organisation. This position is responsible for providing executive, senior management & finance team support, overseeing office operations, managing team activities, and implementing initiatives to enhance the overall employee experience.

This is a fast-paced role that will involve juggling competing priorities and will appeal to a person who is proactive, well organised and who would enjoy playing a pivotal role in the day-to-day functions of a dynamic and entrepreneurial company.

RESPONSIBILITIES

Office Experience:

• Ensure ‘first experience’ for our visitors and stakeholders is on brand, friendly and warm.

• General office management and support duties including greeting clients and external stakeholders.

• Maintain meeting room booking system and ensuring they are always presentable for meetings.

• Oversee office facilities, including maintenance, repairs, and equipment procurement.

• Maintain office supplies inventory by checking stock levels, anticipating needs, placing, and expediting orders, whilst maintaining and adhering to a budget.

Financial Administrative Support:

• Manage and process operational purchase orders / invoices and sales invoices.

• Handle general administrative tasks such as filing, data entry, and record-keeping.

• General administrative assistance to the finance team as required.

Executive & Senior Management Administration Support:

• Provide proactive, professional, and confidential administrative support to the Executive & Senior Management team.

• Manage executive diaries, including scheduling internal and external appointments, meetings.

• Assist in developing meeting agendas, materials, and presentations.

• Travel planning and coordination for Executive & Senior Management team.

Employee Experience:

• Coordinate all internal events within the Sydney region including logistics, catering, and scheduling.

• Support locally with HR-related tasks, including employee onboarding, offboarding and recruitment.

• Implement and deliver initiatives that contribute to staff welfare, well-being, culture enhancement and morale.

• Ensure the Executive & Senior Management team are well briefed on Experience Initiatives as it relates to their team/division.

• Support annual experience surveys to understand the initiatives which resonate with our people and take suggestions on future initiatives.

• Support the Experience calendar in Region (if applicable)

• Work closely with Marketing team to ensure that initiatives are on brand and consistent with global counterparts.

General:

• Demonstrate values and attitudes that promote healthy and safe behaviours.

• Take ownership of assigned issues and manage incidents/requests through to resolution.

• Ensure strict adherence to all policies and procedures for both self and the group.

KNOWLEDGE, SKILLS & EXPERIENCE

• 2+ years’ experience in an administrative support role in a corporate organisation.

• Experiences in Microsoft programs – Outlook, Word, Excel, PowerPoint.

• Excellent interpersonal and communication skills.

• Excellent time management skills, highly organised and able to prioritise workloads.

• A strong work ethic, desire to improve and learn new skills and ability to adapt quickly.

• Excellent organisational skills with an ability to successfully prioritise.

• Demonstrates a high level of initiative and judgement.

• Ability to work autonomously and in a team environment.

• Professional, trustworthy, reliable and a high level of regard for confidential information.

• Approachable, self-motivated, confident, and flexible.

• Discretion and confidentiality in handling sensitive information.

• Local knowledge of Sydney is preferred.