Office and Facilities Manager

2 months ago

Sydney, Australia Newfold Digital Full time

Who we are.

What you’ll do & how you’ll make your mark.

As the Office and Facilities Manager and Exec Assistant you are involved in a variety of administrative tasks and therefore you play a key role in making everything run smoothly from an office and facilities point of view. A trouble shooter, and problem solver, you ensure that everyone is happy, engaged and ready to deliver their best work. Due to the nature of your role, you engage with a large group of stakeholders and it is therefore important to keep things transparent and simple. Together, we create a company that is Adaptable, Smart and knows how to Exceed our customers' expectations.

Key Deliverables - Outcomes
- 10% SVP is supported and assisted with all activities
- 50% All internal events are run on time and within budget
- 30% People and Culture projects are supported / delivered on time
- 5% Safety procedures and compliance are met
- 5% Office expenditure and budgets are set-up and adhered to

**Responsibilities**:

- Assisting SVP with diary management, meetings, events, etc.
- Budgets: Managing Office Expenditure and Budgets
- Internal Facilities Management: Managing relationship with contractors and building management: Cleaning, facilities servicing and maintenance, security and access, real estate; Coordinating office move; Manage and review staff amenities
- Procurement: Maintenance, contractor tenders, inductions, costs, compliance monthly
- Manage deliveries/couriers: local and interstate, including sourcing providers and managing the root process for all teams
- Facilitate and organize events: Meetups, all hands, social functions, community events, Lunch and Learns, Games nights, Company lunches, meetups, onboarding lunches, team dinners, etc
- People & Culture Support: Coordinate onboarding and offboarding procedures; Office walkthrough, introductions, setting up access and run-through of safety protocols.
- Plan, develop and administer P&C projects i.e. Employee Engagement Surveys and initiatives, Cultural projects and initiatives, setting up committees and facilitate meetings, create agendas, run social events, Reward & Recognition, coordinate lunch and Learn sessions, sourcing pricing, creating charters, presentations, etc
- Safety procedures and compliance: Fire safety, first aid training, general amenities use, safety handbook, facilities processes, building management controls, internal and external events policies etc.
- Booking travel and accommodation
- Internal Communication: share insights, direct communication flows, general assistance and guidance with company-wide comms.

Essential, Capabilities & Qualifications
- Qualifications: Relevant qualifications in event management or office administration or equivalent experience
- 5+ Years of experience managing offices, facilities and running events, preferably in a regional business
- Working knowledge on WHS and OHS legislation and processes
- Strong working knowledge with main office technology i.e. Word, Powerpoint, Excel,Teams
- Experience with budgets and expense management
- Strong communication skills (verbal / written)
- Knows how to work with confidential information
- Strong accuracy and detail oriented
- Is accountable and knows how to drive results
- Strong Time Management
- Strong Presentation skills
- Why you’ll love us.- We’ve evolved; we provide three work environment scenarios. You can feel like a Newfolder in a work-from-home, hybrid, or work-from-the-office environment.-
- Work-life balance. Our work is thrilling and meaningful, but we know balance is key to living well.-
- We celebrate one another’s differences. We’re proud of our culture of diversity and inclusion. We foster a culture of belonging. Our company and customers benefit when employees bring their authentic selves to work. We have programs that bring us together on important issues and provide learning and development opportunities for all employees. We have 20 + affinity groups where you can network and connect with Newfolders globally.-
- Where can we take you? We’re fans of helping our employees learn different aspects of the business, be challenged with new tasks, be mentored, and grow their careers. Unfold new possibilities with #teamnewfold

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