Office Assistant

1 week ago

Collingwood, Australia Aurora Energy Research Full time

**About the position**

You must have excellent organisational skills, be a confident communicator, capable of dealing with people at all levels and always maintain confidentiality and professionalism within the workplace. Reliability and adaptability are vital for this role, together with the ability to work to independently and be flexible to changing deadlines.

Ultimately, you will contribute to the efficiency of our business by providing personalised support to the Melbourne team and timely support to the broader APAC BIO team. Working as part of a vibrant, fast-paced global Business Infrastructure & Operations team, this is a chance to gain experience within an interesting and dynamic organisation, where individuals thrive on change.

**Key responsibilities**

Office Operations and Supplies Management
- Maintain office supplies inventory, place orders, and ensure supplies are readily available.
- Ensure meeting rooms and the office remain tidy, orderly, and well-prepared for use.
- Perform reception duties by greeting and escorting guests, answering doors, and facilitating visitor logistics.
- Manage office space allocations, seating arrangements, and logistics for internal short-term and long-term office visitors (EBTs).
- Liaise with building management, contractors, and service providers (e.g., cleaners, maintenance, IT support), following up on premises issues as required.
- Ensure compliance with safety regulations and organize periodic safety checks.
- Assisting Australia Operations Manager with Melbourne office relocation matters (e.g., office tours, taking photos/videos, liaising with brokers and other service providers).

Administrative and Team Support
- Assist regional HR processes, such as onboarding new team members, off boarding processes, providing office orientation, administrative tools, training on processes and coordination of training programs.
- Handle basic onboarding and offboarding tasks, such as laptop preparation, issuing business cards, name tags, travel booking platforms (flights, hotels and taxis), and taking ID photos.
- Offer support for raising Purchase Requests (PRs) and Purchase Orders (POs) related to office needs or events through the ERP system.
- Handling local procurement matters relating to Business Infrastructure and Operations, including ensuring local procurement conforms with company guidelines.
- Provide ongoing support to the Australian Business Infrastructure & Operations team as needed.
- Manage adherence to company policies, office protocols, and administrative processes, fostering a collaborative and positive work atmosphere.

Meeting, Event, and IT Support
- Meeting preparation including meeting room setup and catering as needed.
- Assist broader Core teams with organising internal employee engagement activities and external events, meetings, dinners, office activities and off-sites for various teams.
- Basic IT support (arranging hardware, desk setup, printer connections) and liaise with the IT team for major problems.

Daily Operations and Ad-Hoc Requests
- Handle unexpected tasks and miscellaneous team support requests as they arise, ensuring smooth office operations.
- Facilitate a positive office environment by promoting collaboration and a welcoming atmosphere for employees and visitors.
- Assist in APAC new starters onboarding training and coordination
- Assist in APAC new starters and leavers updates in various travel related platforms (Navan, Grab and Uber etc)

**What we are looking for**

Required attributes:

- Attention to detail, excellent coordination, time management and organisational skills.
- Strong team player; supports colleagues and shares knowledge; interpersonal skills with the ability to build effective relationships at all levels.
- Adept at managing a varied workload with the ability to multi-task and re-prioritise in a fast-paced and demanding environment.
- Ability to use initiative, forward thinking, and work under pressure, with a willingness to proactively take on new tasks.
- Advanced Microsoft Office skills, particularly Outlook (coordinating training via calendar invites), MS PowerPoint, Excel & Word.

Desirable attributes:

- Administrative work experience.
- Proven experience working for a fast-growing international consultancy or professional services business.

**What we Offer**
- 25 days annual leave
- HCF Private insurance
- Access to Perkbox - An Employee discount platform
- Novated Car Leasing
- Paid Parental leave
- Specsavers corporate eyecare package
- A fun, informal, collaborative and international work culture
- Access to the Aurora Academy, our training programme offering a range of opportunities to develop your skills
- Access to our Employee Assistance Programme (EAP), offering a complete support network that offers expert advice and compassionate guidance 24/7/365, covering a wide range of personal and professional aspects

The Company is committed to the principle that no employee or job applicant

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