Part Time Office Assistant

3 weeks ago

Melbourne, Australia Brandwatch Full time

Brandwatch is the world’s premier social suite, empowering over 7,500 of the world’s most admired companies to understand and engage with customers at the speed of social.

Combining pioneering, AI-enriched digital consumer intelligence with industry-leading social media management tools, Brandwatch offers a complementary suite of specialized, best-in-class products and services that support intelligently connected workflows. With Brandwatch, brands and agencies can adapt and thrive in today’s fast moving digital world by making smarter decisions and executing data-driven social strategies at every customer touchpoint.

Operating and serving clients the world over, Brandwatch has 15 offices across the globe and more than 1,000 employees worldwide. Brandwatch is a Cision Company.

The Office Assistant reports to the Office Manager and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner, as well as being the initial point of contact for the Facilities department. You must also demonstrate a high level of security awareness at all times and have knowledge of emergency evacuation procedures and Health & Safety.

**Key Responsibilities**:

- Providing general administrative support to the office and facilities management.
- Data entry and filing
- Maintaining office & kitchen equipment
- Answering phones and greeting visitors
- Scheduling appointments
- Organising and maintaining records
- Ensuring office supplies are fully stocked
- Coordinating and organising office events, such as meetings and conferences as well as catering solutions

**Requirements**:

- Ensure the delivery of Facilities Management services to a high standard. Identifying opportunities that will continuously improve all aspects of FM operations
- To be responsible for all external contractors in the building on a daily basis, Cleaning, Maintenance, Catering, Plant Maintenance and Pest Control ensuring all contract performances are met.
- Carry out building & meeting room checks on a scheduled basis, ensuring any issues are dealt with in a prompt and efficient manner, or reported correctly.
- The ordering and upkeep of the stationery.
- Assisting the Facilities department with office moves and other general adhoc projects.
- Support of meetings: venue and welfare arrangements.
- Organise and maintain records for invoices, expenses and financial records.
- Ensure attending contractors onsite have authority to work and have provided the correct health and safety documentation to commence work. Record contractor activities onsite.
- Support and assist the Facilities Manager and the team with administration requirements.
- Liaise with service providers and contractors to ensure regular activities are undertaken e.g. recycling, courier services.
- Supporting health and safety duties including risk assessments, contractor monitoring and other statutory and non statutory site requirements.
- Attend training and courses as directed by the department.
- To proactively work towards promoting a sense of pride in the facility department.
- Assist with maintaining the property to an acceptable condition utilising the approved external M&E, cleaning, grounds & waste services and security contractors respectively ensuring that the site is fully operational at all times.
- Assist with cross business management of Environmental matters to ensure targets are met such as recycling/carbon targets and any issues are resolved. - Prepare for Health & Safety and Environmental audits.
- To ensure that Procedures are adhered to in relation to all purchase requisitions and invoices within Facilities.
- Ensure signage on site appropriate and current at all times ie cctv, H&S Policies etc
- Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures as well as general Health & Safety
- Cover Reception as and when required, or meet visitors, hosting all visitors

**Knowledge & Experience**:

- Experience working within a Facilities environment
- Strong track record of managing external relationships
- Demonstrable understanding of purchasing, invoicing & procurement processes

**Skills and Personal Attributes**:

- Skills and personal attributes
- Excellent written and spoken communication abilities
- A smart and professional appearance with a polite, courteous and professional manner
- Excellent interpersonal skills
- The ability to work under pressure.
- The drive to work proactively independently and as part of a team
- Communication style that allows positive and open dialogue
- Working style that encourages team-work both within the role and across business functions
- Collaborative working spirit that enhances and builds effective working relationships both internally and externally.
- The ability to multi-task effectively and prioritise workload
- Well organised with excellent attention to detail/accuracy/prioritisation
- A ‘can do’ attitude using ow

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