Administration Assistant

2 months ago

Sydney, Australia Brookfield Asset Management Full time

locations- Sydney, New South Wales- time type- Full time- posted on- Posted Today- job requisition id- R2035764- Location

Sydney - 10 Carrington Street, Level 19
- Brookfield Culture
- Brookfield has a unique and dynamic culture. We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader: Entrepreneurial, Collaborative and Disciplined. Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.

**Job Description**:

- About the Role
- In this varied, but highly visible position across the business, you will be responsible for:
- Ensuring efficient processes are developed for the sorting of incoming mail and dispatch of outgoing mail including the booking and management of courier requests. Ensure requests are logged via the courier portal and billed to the correct entity.-
- Assist the front of house team with duties in busy times such as: Reception, Room setup and clearing, Catering assistance - coffee making and taking coffee orders.-
- Assist Business teams with archiving and retrieval of documents-
- Assist with room set up for conferences and events- You will also be responsible for:

- Financial:
- Submit invoices for payment via Coupa Accounts System and ensure correct GL Account codes are used and processed in a timely manner.-
- Looks for ways to reduce costs for the business.- Key Tasks:

- Access passes- Creation and maintenance of staff access passes. Ensuring the correct access groups are added to the card.-
- Creation of codes and letters to staff to onboard with the mobile access app. Responsible for answering queries and trouble shooting any issues/problems with access.-
- Log requests with building management to have end of trip access added or removed from to staff cards.-
- Liaise with the loading dock manager for any carpark queries and bookings.Mail Distribution- Ensure that mailroom service is managed efficiently and take receipt of deliveries:- Efficient distribution of all mail, faxes and courier packages (internal, external, incoming and outgoing) several times daily;-
- Frank all outgoing mail and take to post office or post box i.e., Express Post daily.- Stationary- Ensure all stationary bays are tidy, labelled and well stocked.-
- Place special stationary orders for the business.
- Seek Manager approval for any orders over $100. Ensure costs are charged to the correct business entity.Front of House Support- Provide relief Reception support for sick leave, annual leave, lunch periods or as required, including booking of meeting rooms, directing calls to the right business area and screening calls.-
- Greeting clients when on Reception in a warm, friendly, and helpful manner.-
- Provide support to catering in busy times. Including taking beverage orders, serving beverages, making tea/coffees, clearing of rooms, and understanding the catering kitchen processes.Document Management- Act as a focal point for document & records management processes i.e. archiving & scanning.-
- Train business representatives when required on document management processes and assist with organising accounts with Grace Records account teams.-
- Assist the business with retrieval requests and lead and manage the document destruction process along with conducting periodic governance audits to ensure business teams adhere to the defined process.- About You
- To be successful in this role, you will ideally possess:
- High School Certificate or equivalent.-
- Certificate IV in Customer Service or Administration.-
- Training or knowledge in current OH&S and relevant legislation.-
- Experience in a food service area is an advantage i.e., coffee making skills, serving and order taking.-
- Experience working in a corporate environment.-
- Good with technology.-
- Strong demonstrated professional telephone manner - listening, questioning, empathy, clear client outcome and professionalism.-
- Ability to interpret queries and assist customers appropriately.-
- Demonstrated attention to detail.-
- Discretion with regards to confidential information.-
- Proficient in relevant computer software Word, Outlook (or related programs) Internet access; Audio Visual equipment in front of house meeting rooms.- Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment.

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