Office Manager

Job requirements

This job description provides an overview of the main responsibilities required of an employee in the role of Office Manager in the Brisbane office. This hands on role involves coordinating front-of-house Reception, ensuring the office is operating smoothly, assist with the procurement of general office equipment and ensure all administrative policies and procedures are being followed.

In time, if an Office Services Assistant or Receptionist was required, these roles would report directly to the Office Manager role.

Reporting structure

This role reports to the Facilities and Administration Manager (APAC).

Key responsibilities

Administration

• Ensure all Facilities and Administration policies and procedures are being followed in the office;
• Updating and maintaining Condeco;
• Mail distribution, lodgement and organisation of couriers;
• Manage and reconcile the Brisbane office debit card.
• Managing archiving policy and processes including assisting with lodgement, collection and destruction of files;
• Set-up of new starters for Brisbane which includes:
  • Entering new starter information into the office services tracker
  • Ordering security passes and business cards;
  • Training on Codeco;
  • Ensuring offices are set-up with relevant equipment (Hotbox) and locker;
  • Assisting IT with new starter laptop remote set up and equipment.
  • Arranging corporate photos;
  • Complete Facilities Induction.

Reception

• Ensure that core tasks are being actioned, policies and procedures are rolled out and followed locally with a high standard being maintained;
• Oversee the front-of-house and ensure all tasks are completed efficiently, that reception and meeting rooms are always presented clean and clear;
• Ensure that reception is open during office hours and signage for door bell is visible.
• Man the reception desk as required when guest arrive in the office.

Catering

• Ensure that the National Catering Policy and Procedure is being followed and that approved vendors are being used;
• Assist as required with ordering catering for events.

Events

• Provide support to the Events Manager with the coordination and execution of local events. This includes providing event support throughout the function which may include working outside of business hours;
• Arranging name-tags and collating printed material;

• Regular stock take of event related printing and merchandise;
• Prepare meeting rooms for events.
• Liase with building management and guests when required for access to the building and escorting to and from the tenancy.

Facilities

• Marinating a good working relationship with Building Management and distributing relevant information about the building works to the Firm when required;
• Regularly check the tenancy to ensure that offices are:
  • Clear and clean;
  • All hardware such as desks, chairs and shelves are appropriately allocated and in working order;
  • Ensure desks and offices are clear and clean as part of our agile working environment;
  • Placing any orders for equipment that is required through the Facilities & Administration Manager (APAC) and IT;
• Ensuring a safe working environment by regularly inspecting the premises for workplace health and safety issues;
• Regularly inspecting the premises for damage and liaising with Building Management and/or third party contractors to attend to repairs and maintenance issues;
• Maintaining the office floor plan and Brisbane directory;

Procurement

• Ensure only authorised vendors are being used to procure goods and services;
• Ensuring the office is always stocked with stationary, kitchen and general office supplies;
• Reconcile invoices ensuring that charges are correct and goods have been received;
• Approve and allocate tax invoices to the correct cost centres on Chrome River;

Security

• Manage allocation of security passes and the security pass system to ensure that all security passes have been allocated and any lost or stolen passes have been cancelled;
• Carry out regular security pass audits (quarterly);
• Report any security related issues such as broken locks or doors to the appropriate vendor to be addressed;
• Provide Global with monthly security reports;

WH&S

• Ensuring local and Australian offices are compliant with workplace health and safety requirements which includes:
  • Maintaining an up-to-date First Aid Certificate;
  • Ensuring local and national emergency evacuation procedures are compliant and that all employees are aware of the procedure and who the fire wardens are;
  • Review and designation of fire wardens regularly;
  • Arranging ergonomic workstation assessments as instructed by HR as required;
  • Regularly update and review workplace health and safety procedure.
• Complete and manage Fire Warden training through Building Management;
• Ensure all WH&S posters are up to date.

National support

• Provide support with managing the national travel database including liaising with our Corporate Travel Manager (TMC). This includes providing support to travellers when required and working with the firms TMC to obtain reports or gather other information required by the firm;
• Provide support with managing the subscription data base with Prenax. This includes regular audits processing and cancelling subscription requests and reconciling and processing invoices;
• Assist with managing the Uber for business account as required. This will involve monthly audits of our account, identifying and addressing any breaches of policy and reconciling and processing invoices;

Other Responsibilities

• Action any tasks requested by the Facilities & Administration Manager (APAC);
• Assist with the interview process for new members of the facilities team.
• Manage procurement of artwork for the Brisbane office;
• Be part of Clyde & Co CASSC to help organise events for the office such as EOFY party, Christmas party and encourage a positive and friendly workplace.

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