Team Assistant

2 months ago

Melbourne, Australia Hines Full time

Overview:
When you join Hines, you will work among innovative leaders who set the standards responsible for our reputation as an industry leader and you will continue to shape our future in the years to come.

**Responsibilities**:
Hines is seeking a highly organised and proactive Office Manager & Team Assistant to join our vibrant, dynamic, and innovative team in Melbourne.

Working alongside the Executive Assistant, you will play a crucial role in supporting the Melbourne team and ensuring that the office operations run smoothly on a day-to-day basis. This role plays an integral part in the business, providing comprehensive administrative and operational support to the Melbourne based teams, enabling them to focus on their core responsibilities. Responsibilities include, but are not limited to:

- Office Management_
- Maintain office facilities and functionality, and co-ordinate with building management as required, including overseeing our tenancy agreement
- Serve as primary point of contact for all employees regarding facility related issues and concerns
- Coordinate the onboarding process of new joiners (working with Hines HR team and IT team for equipment ordering and setup)
- Coordinate attendees and facilities for meetings (e.g. room bookings, video conferencing, catering etc.)
- Coordinate travel arrangements including flights, accommodation, car transfer, visas, and any other travel documentation
- First point of contact for visitors when they arrive at the office and overseeing all guest welcome duties including greeting guests, directing visitors and clients to appropriate staff
- Accept and sort mail packages and sending mail and shipments
- In collaboration with IT and Finance, supervise the maintenance and inventory of the office IT Equipment
- Coordinate the expansion / reduction or modification of office space
- Monitor and order office supplies i.e. stationary, consumables, IT and office equipment
- Coordinate the distribution of Office Management information to internal parties as required
- Collaborate on projects and events between Sydney and Melbourne offices
- Admin Assistant_
- Compile, collate and distribute agendas, reports, action items and papers to various parties in preparation for meetings
- Expense management for the team including reconciling monthly expenses in Expensify, processing invoices, credit card transactions and supplier payments
- Assist with corporate and project level expense management and payments processing from time to time as required
- General administration duties as requested, including administration and calendar support to the BTR, Industrial, Finance, and Construction teams
- Support the Executive Assistant to establish, implement, and coordinate office operations, procedures and practice
- Assist in the preparation, formatting and amendment of draft material and correspondence including memos, reports and presentations when required

Qualifications:
Minimum Requirements include:

- Ideally five years’ but no less than three years’ corporate experience, in a similar office management / admin support role
- Assisting in maintaining a positive culture and employee experience
- Exercise discretion and maintain confidentiality
- Exceptional communication and interpersonal skills
- Able to work as part of a team and to complete duties without close supervision
- Highly organised
- Ability to remain calm under pressure
- Ability to build relationships with colleagues at all levels of the organisation
- Strong client orientated approach
- Willingness to take a proactive approach to general office duties
- Ability to multi-task with a strong attention to detail
- Able to take initiative, solve problems and adapt priorities as required
- Intermediate/Advanced software knowledge with a Focus on Microsoft Suite including Outlook, Word, PowerPoint, and Excel & PowerPoint
- Positive and can-do attitude
- A passion for doing good to local communities and initiating team projects

Closing:

- We are an equal opportunity employer and support workforce diversity._

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