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Receptionist and Office Manager

3 months ago

Sydney, New South Wales, Australia Brown-Forman Full time

CURRENT EMPLOYEES, CONSULTANTS, AND AGENCY PARTNERS:
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The Receptionist and Office Manager will be the "face of Brown Forman Australia" based in the Sydney Head Office in Surry Hills.

The role will be required to be the first point of contact for any guests or deliveries into the office and answering and diverting phone calls, consumer enquiries, booking, setting up and maintaining the meeting rooms, mail distribution, arranging couriers, coordinating events and ensuring the bar is stocked, ordering catering and general front desk responsibilities.

The role will also be responsible for the management of the office - liaising with third party providers for facilities management, work health and safety and emergency response plans, managing the liquor licences, desk seating arrangements, car park allocations and any additional miscellaneous office requests.

Meaningful Work From Day One

  • Be the "Face of Brown-Forman Australia" and its brands meet and greet all visitors to the reception area with helpful enthusiasm
  • Maintain strict operating hours of reception and switchboard of 8.30am to 5.00pm each day
  • Ensure relief reception is available during scheduled breaks
  • Provide administrative support to all Departments
  • New starters arranging welcome baskets, security access passes, office tour and introductions
  • Provide general clerical assistance to all departments as required
  • Manage courier dispatch and receive followup as required.
  • Participate in selection and negotiation process for courier providers
  • Manage event function for inhouse activities including sourcing appropriate catering, bar staff and other providers as required
  • Ensure the reception area is kept clean and tidy, including clean up and removal of glasses, dishes etc from after office functions
  • Maintain the cleanliness of the meeting rooms, providing water, tea, coffee to guests and employees hosting external meetings
  • Provide general office management support ensuring that the office is clean and tidy, that the office is functioning efficiently,
  • Liaise with third parties for facilities management including without limitation air conditioning, plumbing, electricians, fit outs, cleaning, garbage disposal, secure storage and waste, security, bathroom sanitary bins, fire and building regulations, general maintenance, pest control, plant watering, archiving and document storage, lift maintenance, window cleaning, office lease, printers, stationery supplier, preferred suppliers, dishwashers and kitchen maintenance etc
  • Work Health and Safety ensure that the office is safe at all times for employees and visitors and that it is free from any potential risks or hazards
  • Report any risks or hazards immediately to HR or an Executive Leader
  • Maintain a register of all Fire Wardens and First Aid officers that is clearly displayed in the office
  • General office management collecting deliveries and stock, storing in store rooms, accessing store rooms for stock withdrawals and checking approvals, arranging office morning teas and events, clean ups, meeting preps and ensuring coffee, water orders and meals are provided with external guests and internal meetings, checking in guests through reception, notifying employees of guest attendances.
  • Process courier invoices for approval
  • Be the first point of contact for consumer enquiries
  • Liquor licences ensure they are up to date in each state
  • Maintaining the office floor plan and desk seating arrangements; office equipment and stationery orders, security passes
  • Work closely with the administrative support team (EA and EA & Communications Manager)
What you will bring to the table

Education:
High School, Secondary Education

Systems:
Must be proficient in Google Suite (GMail, Slides, Docs, Drive), Salesforce, Coupa, Concur

Experience: 5+ years in a reception and or office manager role

Have had 5+ years experience office administration experience

Must have had experience managing events within an office environment

Education:
High School, Secondary School

Requisition Type:
Employee

Management Level:
Professional

Global Job Level:
P5

Number of Openings Available:
0