Office Coordinator

3 weeks ago

Sydney, Australia Arinex Pty Ltd Full time

**About the company**

The Arinex Group is a global industry leader who specialise in conference and association management, destination management, incentives, corporate and social events, sponsorship and exhibitions, accommodation, marketing, and expertise in digital technology for seamless integration of physical and virtual events.

**About the role**

We are in search of a dynamic Office Coordinator to become an integral part of our team, assuming a central role in maintaining the seamless day-to-day management of our office. In this newly created role, reporting to the Executive Assistant to the CEO you will assist with the smooth and efficient running of the office whilst providing varied and essential support to the senior leadership team.

No two days will be the same as you assist with all items related to the management of daily operations of the office, answering and directing incoming phone calls, working on projects, preparing documents and presentations, organising travel and providing ad hoc support for the CEO and People and Culture Manager.

This role is offered on a permanent full time basis and will be located onsite 5 days per week in our Sydney CBD office.

**To be successful in the role**

**This is a hands-on role requiring a broad range of office skills and experience, a confident, friendly and outgoing nature and a flexible, can-do attitude. We're looking for someone who's comfortable to liaise with senior managers and organise high-level meetings while at the same time, being happy to roll up their sleeves and jump in to help with projects, events and all activities related to the management of the daily operations of the office.**
- **Proven experience as an Office Coordinator preferably in the events, tourism or medical industry.**
- **Excellent organisational and multitasking abilities, with the ability to prioritise and meet deadlines.**
- **Proficiency in using office software and systems, including MS Office Suite and various project management tools.**
- **Exceptional communication and interpersonal skills, with the ability to build strong relationships with stakeholders at all levels.**
- **Attention to detail and high-level problem-solving skills.**
- **Understanding of scheduling meetings and managing calendars.**
- **Results oriented, takes initiative, makes things happen, with a commitment to meeting targets and deadlines.**
- **A ‘get it done’ mindset and comfortable working across a broad range of areas.**

**Responsibilities of the role**
- **Be the first point of contact for all visitors, clients and employees.**
- **Answer and direct incoming phone calls for the team.**
- **Management of the Office, Reception & Meeting Room areas**
- **Management of office supplies and consumables.**
- **Facilities support & management (liaising with building management, contractors).**
- **Management of security codes, keys and passes for both the office and car parking facilities.**
- **Coordinate the Company First Aid, Fire Warden and Emergency management registers and rosters.**
- **Point of contact and support for onsite Office events and larger meetings (such as Board & Committee meetings and external client and partner meetings).**
- **Point of contact and troubleshooting of Sydney Office premises, IT and phone/network related issues.**
- **Assist with the set-up of company events including ordering lunch/refreshments etc.**
- **Management of the Companys Training, Uniform and Staff Leave registers.**
- **Expense Management.**

**Benefits of working at Arinex**
- **Flexible working arrangements - opportunity to work from interstate and international locations**
- **Monthly and annual staff excellence awards**
- **IATA Airline Membership Benefits (after 6 months of employment)**
- **Industry rates for travel, accommodation and activities**
- **International and National travel opportunities**
- **Paid volunteer time programs**
- **Employee Assistance Program**
- **Internal development and promotion opportunities, including gaining experience across our ten specialist business units

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