Mediacom Office Manager

2 weeks ago

Sydney, New South Wales, Australia MediaCom Full time

PURPOSE OF POSITION
The Office Manager plays a fundamental role to all administration functions of MediaCom. We are looking for an Office Manager to organize and coordinate administration duties and office procedures.

Your role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness, communication, and safety.


As the Office Manager, you will be responsible for the day to day running and operation of the Sydney office, and the administrative, people and culture initiatives that are aligned to this role.

This incorporates many tasks including the use of a switchboard phone system, meeting and greeting of clientele whilst attending to administrative office management and administrative support to the Executive Assistant to the CEO and the wider ExCo team duties.


KEY RELATIONSHIPS

  • EA to the CEO
  • Talent Manager and National Head of People and Culture
  • Coordinators

YOUR RESPONSIBILITIES WILL BE

  • Assist with the Onboarding of new starters into the business
  • Providing administrative support for the creation of content for the MediaCom monthly Town Hall
  • Regularly check AV/IT equipment in meeting rooms, ensure faults are logged and dealt with efficiently and keep the Sydney team informed
  • Providing administrative support to the EA to the

CEO:
partner with the EA to the CEO to ensure all administrative support and cover is provided to the Sydney office

  • Assistance with monthly ExCo board meetings: booking meeting room, order coffee and catering required, set up room ahead of meeting, ensure all IT equipment is checked and working
  • Booking all travel for the Sydney based team
  • Providing general administrative support for the Sydney based ExCo members, including the Managing Director, Chief Investment Officer, Commercial Director and Head of People and Culture
  • Expense claim management to Travel
  • Champion office cleanliness and encourage staff to take pride in their surrounding. Ensuring the office space, kitchens and meeting rooms are clean and presentable always
  • Ensuring the kitchens are fully stocked with supplies
  • Assist Talent team with the implementation of new cultural initiatives (preparing collateral, assisting with the revision of documentation/PowerPoint, drafting communication to the agency)
  • Coordinating and distributing incoming and outgoing mail
  • Extensive contact with internal and external stakeholders
  • General ad hoc duties
  • Liaise with building management on works, maintenance and access for contractors
  • Deal with and or correctly direct requests for agency information
  • Greet visitors warmly, offer refreshments make everyone feel at home
  • Distribute incoming mail and courier deliveries
  • Schedule breaks as required with Coordinators using roster
  • Provides admin support in new business pitches
  • Oversees inoffice publisher events & partnerships
  • Manage hospitality/catering requirements for key management and or client meetings
  • Validate Ward St Wilson Parking tickets
  • Assisting with new vendor forms and invoice processing for agency, social or charity events
  • Reconciling and sending to accounts in a timely manner
  • Keep on top of cleaning contractors to ensure they are providing a high level of serviceTravel reconciliation every month
  • Ensure stationery is stocked and ordered as required
  • Keep on top of hospitality requirements including restocking of breakfast, lollies and drinks
  • Keep all printing zones stocked with toner & paper supplies

SKILLS, EXPERIENCE & QUALIFICATIONS

  • Excellent attention to detail
  • Ability to communicate effectively with internal and external stakeholders
  • Maintain strict confidentiality at all times
  • Thrives in an informal, high paced environment where priorities are constantly shifting
  • Ability to adapt to different ways of working
  • Capable of prioritising different projects with tight deadlines multi tasking
  • Willingness to work & help others go that extra mile
  • Adaptable, flexible willing to help with things that sometimes sit outside of the scope of work
  • Ability to work independently, as well as take direction from other staff members
  • Proficient in MS office: Word, PPT and Excel
  • Proficient in Outlook, OneDrive, Teams
  • Understands the need to adapt to different ways of working

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