Office Manager

6 months ago

Melbourne, Australia LivaNova Full time

Join us today and make a difference in people's lives

GENERAL INFORMATION

Job Title: Office Manager

Department: Commercial

Reports to: Country Director

Location: Melbourne Office

JOB CONTEXT

LivaNova Australia and New Zealand represents an organization of around 70 employees. It includes a commercial team of field employees encompassing Sales, Marketing, and Service Engineer profiles; employees in office support functions and an Operations team consisting of production, warehouse, engineering and design personnel.

The Office Manager is responsible for all the administrative activities of ANZ and will support and assist Senior Management and the local team with any administrative related duties. This role will help organize / support local and international events related to ANZ and will work very closely with both the Country Director & the Operations Director for any requirement related to Marketing/Sales & Operations. The office manager will have a self-starter and proactive approach to lead and manage the multiple tasks assigned.

ESSENTIAL JOB FUNCTIONS
- Responsible for the overall effectiveness of the admin tasks and compliance with associated policies, procedures and practice
- Provide office leadership and administrative support for ANZ
- Perform wide variety of administrative support activities, which require the handling of business-sensitive and confidential information
- Monitor and maintain office supplies and all company assets
- Prepare all correspondence, documents, and communications for the company
- Responsible for the establishment of meeting and agenda priorities, travel schedules and staff meetings within a growing environment
- Participate and oversee the planning of in-house or off-site activities, such as company events, parties, celebrations, and conferences
- Manage international and local meetings and events (hotel, conference meetings, hotel accommodations, transportation, business dinners, assisting, training and meeting materials)
- Manage logistics and budget of international and local meetings and events (hotel, conference meetings, hotel accommodations, transportation, business dinners, training and meeting materials etc)
- Ensure compliance in any company document submission
- Demonstrate unbending ethical behavior and instil a strong compliance approach throughout the organization
- Coordinate with IT department any local concerns or requirements
- Manage price negotiations with office vendors, service providers and office lease
- Provide input into contracts administration and tenders
- Act as a customer service rep backup whenever is required
- Handle customers inquiries & complaints, and inform Sales team for further actions
- Maintain a safe working environment
- Ensure a high standard of cleanliness and tidiness is maintained in the office
- Undertake other adhoc duties and tasks as required

KNOWLEDGE, SKILLS & ABILITIES
- Strong interpersonal, negotiation and collaboration skills with proven ability of maintaining positive relationships with vendors, suppliers, customers, and internal stakeholders
- Excellent oral and written communication skills, with the ability to communicate effectively with different levels in the business
- Strong organizational skills and exceptional attention to detail and accuracy
- Ability to prioritize, work under pressure, anticipate needs and balance workload effectively with short deadlines and changing priorities
- Ability to maintain confidentiality of highly sensitive information
- Solution-oriented, process-driven with effective problem solving and troubleshooting skills
- Proven track record of demonstrating knowledge and understanding of compliance topics
- A clear thinker with proven record to plan, lead and execute tasks assigned
- Willingness and ability to work a flexible schedule when necessary
- Eager and willing to go above and beyond to ensure the success of the company

EDUCATION, QUALIFICATIONS & EXPERIENCE
- Bachelor's degree in business or similar
- 5 years’ experience in an office manager role or similar.
- Previous experience in a manufacturing/production setting of medical devices highly desirable but not essential
- Strong computer skills with proficiency in MS Office suite with a solid proficiency in MS Excel
- Exposure to ERP preferably Exact

VALUES
- Patients First: Our Shared Purpose is to improve the lives of patients.
- Meaningful Innovation: We develop novel products and therapies to address multiple disease states.
- Act with Agility: We challenge ourselves to continuously improve and act nimbly.
- Commitment to Quality and Integrity: We dedicate ourselves to high quality and integrity in everything we do.
- Collaborative Culture: We value diversity of thought and our collective strength as a team.

TRAVEL REQUIREMENTS

No travel expected but could take place very rarely

Our commitment to Diversity & Inclusion:

- LivaNova values equality and celebrates diversity. We are committed to ensuring

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