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Office Coordinator
9 months ago
The Office Coordinator plays an integral part in ensuring a positive visitor experience for those who enter our Melbourne office, as well as providing ongoing support to our executive leadership team.
**Key Responsibilities**:
Receptionist & Office Coordinator duties:
- Registering visitors with concierge and greeting them on arrival to the office including offering refreshments
- Answering incoming calls to Lonsec and directing calls efficiently to the required person
- Book and set up meeting rooms for external, executive and Board meetings. Clear and tidy rooms at the end of each meeting.
- Undertake general office administration for the Melbourne office including: Ordering stationary and kitchen supplies, unpacking stock when delivered to office, organising catering for inhouse events/meetings & arranging maintenance to attend to any issues
- Book travel and accommodation for all relevant staff in line with company policy
- Clean and tidy the kitchen daily ensuring the dishwasher is stacked/emptied, wipe down benches and tables and restock supplies.
- Assist in coordinating internal and external executive meetings, prepare agendas, presentations, attendance and minute taking as required
- Maintaining professional relationships with Building management, external contractors and other suppliers
- Liaise with People & Culture to ensure all new employees have the appropriate materials for their first day including security pass, logins etc
- Meet and induct all new starters to the Melbourne office in line with People & Culture guidance
Executive Assistant duties:
- Assist Executive team where possible by managing diaries, fielding phone calls, completing assigned tasks and rescheduling activities when required
- Assist with the completion of expense claims for all relevant executives and assist other staff members when necessary
- Assist with word processing and presentations collation for Executives, as required.
- Print and distribute company Board papers as and when required
Event management:
- Book venues for the Staff Christmas Party and EOFY event as well as arranging in-house fundraisers such as staff fundraising trivia and wellness week
**About you**:
- Strong communication skills, both written and verbal
- Experience in providing administrative / secretarial support
- Experience in office management / organisation
- Strong organisational skills and an ability to prioritise
- Flexible and enthusiastic with a high level of self-motivation
- Advanced level of proficiency with Word and PowerPoint with intermediate level in Excel
- High level of maturity, professionalism, confidentiality and discretion at all times
- Calm and unflappable with the confidence to pick things up and run with them
**Highly regarded**:
- An undergraduate degree in a business based discipline would be an advantage
- Proven experience providing support to Senior Executives
Working for Lonsec
We are Australia’s leading financial research company, rating more funds, stocks and managers than our competitors. Our values lead our culture, centred around the principles of Client Focus, Innovation, Integrity, Independent Thinking, and Collaboration.
What we offer:
- Family friendly work-life balance
- Paid parental leave
- Volunteer leave
- Genuinely open and supportive culture with an approachable executive team
- Ongoing training and professional development
- Mentor groups
- Wellness program
- Social and charity events
How to apply
**Working rights - Australian Citizen or PR
