Office Administrator

2 weeks ago

Sydney, New South Wales, Australia Zenith Investment Partners Full time

We are currently seeking an Office Administrator to provide administration and office support to our Sydney office and back up support to Melbourne.

In this varied role duties will include answering phones, greeting clients, attending to meeting rooms, database & register management, travel management and other administrative tasks as directed by the People & Culture team.


If you are a team player who likes to be the 'go-to-person' for all things relating to administration and office management then this may be your role.

A natural self-starter who is well organised, has the ability to prioritise effectively and manage the many competing priorities would thrive in this dynamic and fast paced environment.


Requirements:

  • General Office Management including the lodgement of office management requests into landlord database, access card management, building maintenance)
  • Reception rotation for answer incoming calls (Melbourne & Sydney).
  • Direct calls as appropriate or take detailed messages
  • Maintain office supplies and reorder as necessary
  • Organisation of staff functions and other internal sessions as directed
  • Greet clients and show to meeting rooms, offer refreshments and ensure meeting rooms are kept neat and tidy
  • Meeting Coordination manage boardroom and meeting room calendars, assist teams with meeting coordination as required. Meeting coordination for General Manager where multiple parties need to be involved.
  • Prepare weekly / monthly agendas as required.
  • Assist where required with the monitoring of centralised mailboxes (Eg. Client Service, AppleCheck, Info and Reports) and ensure that actions are undertaken in a timely manner during staff absence/leave
  • Support Business Development Managers with any data entry as required including client onboarding, formatting of presentations or proposals for clients / prospects, etc
  • Work closely with the People & Culture team who are Melbourne based regarding staff onboarding.
  • HR initiatives and other administrative tasks as directed.
  • Website user administration including the setup & disabling of users and password reset requests.
  • Website client maintenance for standard client setup including financial advisers
  • Assist Sydney based Marketing Associate with adhoc requests as required (eg. formatting of powerpoint presentations, proposals, media releases, etc).
  • Work closely with our accounts team to followup overdue invoices across all products and services
  • Back up support for our Melbourne based admin team and assist with workflow for sending out client releases, booking of travel,etc
  • Coordination of upcoming office refurbishment project or other projects as required.

Competencies:

  • Concern for Quality & Detail_


Ability to approach and accomplish tasks within set timeframes, with a sense of urgency whilst maintaining a focus on detail.

It involves an underlying drive to reduce inconsistencies, risks and errors in the surrounding work environment through monitoring, checking and compliance with standards and procedure

  • Planning & adapting work_


The ability to create and/or follow a structured approach and plan a course of action to deliver set tasks and duties.

It also includes having the flexibility to change the approach when required. This involves identifying and organising available and appropriate resources to achieve set results, taking responsibility and delivering consistently and on time

  • Teamwork_
Displaying actions, values and communications that focus on the team. It is maintaining the balance of the needs of the individual, team and organisation. It includes sharing knowledge and celebrating achievements

  • Customer orientation_
Thinking about and consciously acting towards keeping others happy (internal or external).This includes establishing effective relationships to strengthen the ability to understand the other person and what their needs are

  • Proactive development_
A commitment to continual learning, maintaining and enhancing professional knowledge and skills, so the contribution within the role is effective to the organisation

  • High Work Standards_
Continually striving for high standards in all activities and setting high goals for performance. It includes being dissatisfied with average performance and imposes standards of excellence on self rather than having standards imposed by others

  • Problem solving_
Ability to gather and synthesise both qualitative and quantitative information, probe to get to the underlying root causes, identify the pros and cons, see the implications of actions and recommend valid solutions

  • Learning Agility_

Benefits

Joining our team we offer you

  • A dynamic company that is a leader in its segment and actively contributes to the development of the market
  • A role that is varied in its responsibilities and welcomes initiative and collaboration with other motivated and experienced professionals
  • The opportunity to make your mark on the success of a

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