Office Manager and Adminisration Support

The Office Manager responsibilities include:

Administrative Duties:
1. Provide administrative support to various Directors and associates as required
2. Co-ordinate travel arrangements for various Directors as required
3. Manage diary and meetings requests for various Directors as required
4. Support completion of expense claims and credit card reconciliations for Directors as needed
5. Assist with scheduling and executing team and staff meetings
6. Monitor, respond to and re-direct emails and phone calls as appropriate, including initial enquiries to the main phone line
7. Support HR Operations activities for new joiners and leavers, ordering equipment, arranging security and IT access, ordering/cancelling MasterCard’s, Cab Charge card’s and related tasks
8. Support arrangements for SVA Learning and Development activities

General Office Management
1. Order stationery and purchase kitchen supplies as required
2. Liaise with landlord to report infrastructure problems and circulate information to staff and tenants where necessary
3. Main contact for landlord regarding initial operational or tenancy agreement queries
4. Keep reception, kitchen and meeting rooms tidy.
5. Liaise with cleaning service as needed
6. Posting the mail / taking items to the post office as needed
7. Suggest and help manage staff events to ensure a positive environment
8. Manage any required repairs and maintenance, including contractors
9. Maintain and update ‘all staff’ contact details in formats required
10. Actively engage with and provide leave cover and backup for team Coordinators and Executive Assistant including in interstate offices, as required from time to time
11. Other general office and support tasks as required

Finance
1. Process expense claims for various Directors in line with the expense claim procedure
2. Process monthly invoices as required
3. Reconcile petty cash for the office
4. Support those responsible for the general procurement process for corporate services activities (rent, insurance, work health safety, supplies, service contracts, arranging approval of invoices), and the preparation of related invoices and receipts from time to time

IT
1. Maintain accurate and up to date Salesforce data for various Directors as required
2. Liaise with IT Coordinator and/or service provider for support requests
3. Liaise with phone network provider for support requests
4. Maintain photocopier and report any functional problems to help desk
5. Assist with management of IT projects as required
6. Engage in specific change projects tasks such as IT upgrades and office improvement

Events and Marketing
1. Support Marketing and Partnerships team re event coordination/logistics as needed
2. Maintain record of contact details and RSVPs for events
Other Projects as needed
1. Manage ad hoc projects as required
2. Provide process improvement support as required