Office Manager

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.

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