Front of House/office Manager

5 months ago

Sydney, Australia Grimshaw Architects Full time

Grimshaw is a global architecture and design studio of ideas and invention, driven by a desire to connect people to each other and the world around us. We recognise the urgency of the challenges that face our planet, and our duty to deliver architecture and design best suited for a flourishing future. Our studios are founded on analysis and exploration. We relish the challenges inherent across a wide range of work, engaging our expertise and agility to deliver lasting, meaningful design that brings value and joy to clients and users. At Grimshaw, we encourage creativity, collaboration and innovation. We want our staff to be fulfilled by their time with us as we know the key to our continuing success is working with and engaging the most talented people we can find.

**JOB PURPOSE**:To be responsible for making the first impression into the Grimshaw studio a positive one and manage the client’s experience from the point they enter the building to the point they leave. The goal of Front of House is to ensure that internal and external stakeholders are having a positive, welcoming and enjoyable experience within the studio in all aspects from personnel relations to the general standard of aesthetics of the studio. It is our responsibility to ensure we continuously improve and look for efficiencies while creating a great Grimshaw experience.

***

**KEY RESPONSIBILITIES**

**FRONT OF HOUSE**
- Answer the phone calls in timely manner and advise admin team if you are unable to answer the phone.
- Greet visitors, and provide refreshments
- Organise meeting rooms, technical links, equipment bookings
- Maintain general breakout spaces, kitchen, reception and foyer.
- Manage all outgoing & incoming mail, receive deliveries and distribute
- Book couriers and taxis as required
- Organise catering and coffees as required
- Responsible for weekly orders of kitchen and stationary supplies for the office as well as any additional pre-approved ad hoc supplies as required
- Responsible for arranging all kitchen appliances/equipment maintenance and repairs as required
- Assist HR manager with staff onboarding, new starter presentations and studio health and wellbeing initiatives; including conducting Studio Tours, organising access cards, desk setup, ergonomic assessments, etc.
- Liaise with Building Management for general building maintenance.

**ADMINISTRATION/OFFICE MANAGEMENT**
- Assist Support Team with social occasions and event organisation, set-up, running & pack-down as required
- Checking / refilling stationery and office supplies and ordering supplies when low
- Maintain organisation, tidiness and cleanliness of the Print Room
- Responsible for reconciliation of monthly company credit card expenses and Cabcharge account
- Responsible for maintaining and updating the Admin Calendar of Events
- Assist with IMS/QMS Audits in providing documentation and assistance with compliance relating to Front of House/General Studio Admin
- General admin, invoicing and data support, filing as required
- Comply with Grimshaw health and safety policies
- Understand site safety risks and procedures
- Report any injury, near miss or damaged equipment to the Safety Manager and complete an incident report located on Atlas
- Fire Warden duties
- First Aid Training required

**KNOWLEDGE/SKILLS**
- Excellent communication skills, professional telephone mannerism
- Proven ability to manage your own time and set yourself deadlines
- Intermediate Microsoft office skills: Excel, Word, PowerPoint
- Ability to prioritise, highly organised
- Strong attention to detail and ability to multitask
- Maintain a smart appearance
- Punctuality and ability to maintain confidentiality
- A team player and agile.
- Minimum 2-3 years experience in similar role

Grimshaw is an equal opportunity employer that does not discriminate. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.

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