Office Administrator/junior Office Manager

4 months ago

Sydney, Australia Air Charter Service Full time

**Administration**
- Co-ordinate, organise and implement meetings on behalf of the team, including production and organisation of any paperwork, minute-taking as required, and dissemination to other meeting attendees.
- Type meeting notes for the Director and complete any research, data collection or information required as a result of these meetings.
- Research optimum travel prices for Brokers’ travel requirements, produce Travel Request Forms and book travel as required.
- Produce travel itinerary for the Brokers including required documentation in travel pack.
- Liaising with car and hotel companies, ensuring the ACS receives the best travel prices.
- Print, organise and file Group Board documents (including sensitive information, regarding which discretion is essential) for the Director.
- Diarise and prepare for visits to ACS by suppliers, customers, or interviewees, greet and welcome guests on arrival and introduce the visitor(s) to appropriate employee(s).
- Cover the telephones and pick up calls if no-one is available to answer the telephone (e.g. if everyone is already busy on the phone).
- Maintain general tidiness and smart appearance of the office and meeting room.
- Ensure stationery/marketing cupboards are kept fully stocked.
- Sending out marketing to new customers on behalf of the brokers in SYD and BNE.
- Manage meeting room diary.
- Ensure office supplies are stocked, across both offices.
- Collect and file flight files.
- Open and distribute post to the relevant recipient.
- Send Activity Reports to HQ in London.
- Oversee the co-ordination charity, Christmas, and quarterly events for ACS offices.

**Human Resources**
- Raise Purchase Orders for vacancy postings and send to Human Resources.
- Manage CV’s that are sent to ACS via the Careers Inbox from websites and in the post, daily.
- Coordinate and organise interviews between Directors and Human Resources, including calendar invitations, booking rooms, IT set up, CV & screening notes printed off prior to interview.
- Collect all documents back from new employees as soon as possible and send copies to Human Resources in a prompt and timely manner.
- Obtain photograph of new employees prior to starting (or on their first day if it has not been possible to obtain one before) and send to Human Resources.
- Conduct Health & Safety Induction for all new employees on first day.
- Liaise with relevant company re: medical etc. applicable to local law.
- Create new employee files and maintain files in line with the HR file audit.
- Work alongside Human Resources with keeping a tracker of the file audit for the employees and submit this to HR each quarter.
- Record holiday & sickness using trackers provided by Human Resources
- Keep the Human Resources team up to date with any information which you feel they should be aware of.

**IT**
- Resolve computer problems assisted by IT Singapore.
- Assessing with IT if system needs upgrading.
- Relay any pertinent computer issues to IT in Singapore.

**Finance**
- Enter Invoices from Accounts.
- Print Invoices & post.
- Monthly credit card reconciliations.

**Other**
- To complete any reasonable instruction from a more senior person.
- This should not be regarded as an exhaustive list of duties and the job description may be amended from time to time.
- Deal with day-to-day office building queries and arrange maintenance or repairs where appropriate, with reference to Country Manager for approval where necessary.
- Regular liaison with service providers.
- Manage Health and Safety in the office to comply with local legislation.
- Manage office supplies and purchase within budget agreed by Country Manager.

**Qualifications**
- Degree in Business Administration or relevant disciplines
- Minimum 4 years' experience in office administration
- A hard-working team player
- Excellent attention to details
- Exceptional communication skills
- A high sense of urgency
- Fluency in English
- Ability to thrive working under pressure

**Additional information**
- Competitive salary
- 20 days holiday per year, which increases with length of service
- Additional paid leave for wedding, moving house, holiday shopping and more
- Private healthcare and pension
- Career development opportunities
- A friendly, fun and exciting environment surrounded by some of the best in the industry

**Job Types**: Full-time, Permanent

**Salary**: $60,000.00 - $65,000.00 per year

**Benefits**:

- Dental insurance
- Extended annual leave
- Free drinks
- Health insurance

Schedule:

- Day shift
- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Sydney, NSW 2000: Reliably commute or planning to relocate before starting work (required)

Work Authorisation:

- Australia (preferred)

Work Location: In person

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