Office Coordinator

7 months ago

Perth, Australia Hexagon Mining, Inc. Full time

**The Company**:
Our technologies are shaping the production and people-related ecosystems to become increasingly connected and autonomous — ensuring a scalable, sustainable future.

Hexagon’s Mining division solves surface and underground mine challenges with proven technologies for planning, operations, and safety.

**Position Title**: Office Coordinator

**Location**: Perth CBD

**Division**: Shared Services

**Reports To**: Executive Assistant

**Purpose of Position**:
As the Office Coordinator in our Perth office, you will be the linchpin that ensures the smooth operation of our facilities, supporting a range of divisions including Mining, Asset Lifecycle Intelligence, Safety, Infrastructure & Geospatial, and Geosystems Divisions. This role is comprehensive, blending administrative oversight with hands-on tasks and event coordination to create a supportive and efficient office environment. The Office Coordinator also plays a crucial role in the onboarding process, ensuring a smooth transition for employees joining or leaving the company. This role is ideal for someone who is proactive, detail-oriented, and takes pride in the hands-on tasks that keep our office environment running efficiently.

**Key Responsibilities**:

- ** Reception and Front of House Management**:
You will be the personable and welcoming face of Hexagon, embodying professionalism, and warmth as you manage reception area. Your responsibilities include organising and maintaining the front desk and common areas, ensuring they uphold a friendly and orderly office environment. You will handle incoming communications with meticulous attention to detail and sort and distribute mail, ensuring efficient and effective communication flows within the office.
- **Facilities and Workspace Management**

As a proactive Office Coordinator, you will conduct regular checks of the physical office environment to ensure everything is in optimal working order. Your responsibilities include promptly contacting building management when issues are identified, such as broken equipment or facilities malfunctions, and following up diligently to ensure they are fixed in a timely manner. You'll also manage manual tasks like unloading dishwashers, cleaning the coffee machine, and stocking drinks and snacks, all integral to maintaining a hospitable and comfortable environment for everyone in the office. Your proactive approach will be key in preventing minor issues from becoming major inconveniences, thus ensuring a seamless and functional office space.
- ** Event Coordination**

Lead the organization and facilitation of both internal and external events, managing everything from catering to logistics and setup. By doing so, you foster team spirit and company culture, ensuring the planning and execution of office events are geared towards enhancing collaboration and strengthening communal bonds.
- ** Employee Onboarding and Offboarding Support**:
You will ensure a smooth transition for Hexagon employees both entering and exiting the company. You will facilitate onboarding by organizing security access, coordinating IT setups, and arranging necessary equipment, helping new hires integrate seamlessly into the Hexagon family. For offboarding, you will manage the retrieval of company assets, deactivate access, and support exit procedures, ensuring a profession and respectful transition for departing employees. Your effort will uphold Hexagon's commitment to a positive and efficient workplace environment.
- **Health and Safety Compliance**:
Conduct regular checks at the Perth office to ensure compliance with health and safety standards, maintaining a safe work environment.
- **Administrative Support**:
Manage various admin tasks such as expense reports, petty cash, office supplies, business cards, and logistics for staff and visitors. Take responsibility for monthly staff list submissions, and energy reporting, ensuring all administrative functions support the seamless operation of the office.

**Work Conditions**:

- Full-time permanent position, dedicated to creating a vibrant cohesive office environment.
- Standard working hours: Monday to Friday, 38 hours per week, requiring physical presence in the office.

**Who We Are Looking For**:
**Important Key Attributes**:

- Engaging and dynamic personality
- Strong initiative in problem resolution
- Ability to manage manual tasks such as unloading dishwashers, cleaning coffee machines, and stocking drinks and snacks.
- Experience in managing complex schedules and dealing with global time zones.
- Strong organisational skills and the ability to handle rapidly changing environments and conflicting priorities.
- Work independently and self-motivated.

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