Office Manager, Real Estate

3 weeks ago

Sydney, Australia GIC Investment Full time

Location:
Sydney, NSW, AU

Job Function: Real Estate

**Job Type**: Permanent

Req ID: 14822

**GIC Real Estate**

**Office Manager, RE Australia**

The Real Estate (RE) arm of GIC invests in real estate and real estate-related assets outside of Singapore. We manage a well-diversified portfolio covering over 40 countries in property sectors such as offices, retail, hotels, residential, industrial, niche sectors and companies.

This role will report directly to the Deputy Head, RE Australia and his team, to provide support on daily business administration, calendar management, scheduling and coordinating of team meetings and events. You will drive and manage the organisational support functions to ensure a high level of operational efficiency and effectiveness. You will also represent RE on any inter-departmental coordination matters and projects.

**Responsibilities**:
Business administration and documentation:

- Undertaking administrative duties which include administering claims, managing office and pantry supplies, handling domestic/international courier, filing/printing/scanning documents, and other standard administrative matters
- Oversee and supervise other executive assistants on a day-to-day basis, being a strong role model in the office and department, relaying feedback of the wider EA group to senior management and organize the execution of changes as appropriate
- Develop and maintain organisational policies and procedures for GIC RE Australia such as Business Continuity planning. This will include coordination with other departments (e.g. Finance, Audit, Risk Management, TD and other departments) to facilitate the implementation of such policies and processes
- Oversee internal and external event planning (e.g. venue set up, catering, being on-hand, invite coordination etc.) independently. High ownership and strong communication on a regular basis with external parties of high standing, senior executives of global firms, government officials
- Organizing team internal and external meetings, including planning, scheduling and support meeting logistics (e.g. venue setup and catering) when necessary
- Manage compliance with the organisation document retention policy and ensure proper usage of document management system
- Coordinate and manage the department information feed needs and strategic partners listing
- Coordinate, organize and manage the department staff engagement and onboarding activities
- Provide basic IT support and administering system accesses, including organising new joiners onboarding
- Upkeep department budgets
- Other adhoc responsibilities to support the GIC Australia team and Australia office
- Provide secretarial support to Head and Deputy Head, RE Australia, including:

- Management of schedules, team calendars, meetings and priorities for the team
- Support documentation, preparing meeting agendas, taking minutes and co-ordinate signatories etc
- Handle travel arrangements and prepare itineraries for business trips
- Upkeep department budgets, process expense claims for reimbursements
- Engage with and maintain relationships with your peers of GIC’s key partners, to facilitate meetings and engagement with their senior management

**Requirements**:

- A good tertiary qualification with at least 5 years’ experience performing in a similar role/ function
- Strong coordination and team management skills
- Great interpersonal skills, ability to write efficiently and collaborate internally or externally with cross functional teams
- Proactive in anticipating the organisational needs of the department
- Ability to prioritise tasks and cope with fast moving work environment and be self-driven
- Proficient in Microsoft office, including Word, Excel, Powerpoint and Outlook
- Experience in financial services industries or institutions will be an added advantage

**Our PRIME Values**
**Our PRIME Values**
GIC is a values driven organization. GIC’s PRIME Values act as our compass, enabling us to fulfil our fundamental purpose and objectives. It is the foundational bedrock which governs our behaviors, our decision making, and our focus. It informs both our long-term strategy as a firm, and the way we relate to our Client, business partners and employees. PRIME stands for Prudence, Respect, Integrity, Merit and Excellence.

**Job Type**: Permanent

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