Administration Assistant

7 months ago

Canberra, Australia Hitachi Vantara Corporation Full time

**Our Company**

We're Hitachi Vantara, a global infrastructure business. Our people are the force of meaningful progress. We enable the incredible with data - from taking theme park fans on magical rides, conserving natural resources, protecting rainforests to saving lives. We empower businesses to automate, optimize and advance innovation. Together, we create a sustainable future for all.

Imagine the sheer breadth of talent it takes to inspire the future.

***The role**

The primary role of the Office Administrator is to provide effective administration support to ensure the smooth day-to-day operation of the respective office.

Specifically, this role provides administration support for our Canberra office, and office/administration support to other functions or branches as needed. This role may take on special projects or tasks to support the Australia / New Zealand organisation.

In addition, this role provides executive support in the way of calendar and travel bookings to nominated managers where a high level of of discretion is required.

**What you'll bring**

**Office Management**
- Manage the office, ensuring it is operational and supports business requirements including:

- Receiving & managing visitors, ensuring meetings rooms are neat and tidy and ready for use.
- Owning office procedures manual relevant to the office location;
- Ordering catering and office supplies and processing invoices;
- Managing and distributing of mail in/out of branch daily and coordinating couriers.
- Manage office documents and destruction bin.
- Maintaining kitchen and office area - to ensure the replenishment of kitchen supplies and maintaining a safe working area.
- Management of office based work health and safety, under the direction of the National Administration Manager and in line with the Company Policy. This includes:

- Ensuring relevant Health and Safety documentation clearly displayed in each office;
- Assisting with workplace inspections to identify potential hazards and coordinating necessary actions such as repairs or maintenance;
- Ensuring the Hitachi Vantara emergency procedures and building specific evacuation and assembly maps are displayed;
- Liaising with building management as necessary to ensure compliance with Health and Safety requirement;
- Ensuring hazards and injuries are reported and investigated in a timely manner and coordinating necessary actions such as repairs or maintenance;
- Coordinating first aid officers and replenishment of first aid kits;
- Coordinating fire wardens and ensuring participating in fire drills.
- Liaising with building management and other suppliers where necessary;
- Organising quotes with various suppliers for repairs and maintenance.
- Ordering of Access passes and keys for Hitachi Vantaraoffice as well as storing of spare keys in secure location.
- Security passes and alternate contact for security when IT unavailable.
- Managing the allocation of car parking spaces within company guidelines.
- Review and process invoices for payment.
- Reconcile Amex Card for purchases made for the facility / office.
- Sharing relevant communications with staff in the office - such as building repair works, fire warden training, changes to security requirements or changes to relevant processes.
- Oversee and coordinate office space/seating planning and allocation in conjunction with management, ensuring suitability of placement.
- Coordination and management of office events and functions such as annual Christmas party or office morning teas and charity days.

**General Office Administration**
- Provide general administration support to the office on an as needs basis - this may include printing, scanning or binding documents to support customer meetings or to assist with preparing a tender or proposal.
- Provide assistance with onboarding of new hires - including assisting with set up prior to commencement and office orientation on commencement.
- Organise room booking, conference call and Teams set up for meetings such as Company TownHalls.
- Support the coordination of internal and external meetings as necessary - this may include organising room set up, ordering catering and customer reception.
- Point of contact and provide general administration support for other remote offices as allocated from time to time.
- Perform other administrative support or ad hoc tasks as required.

**Marketing Administration**
- Occasional marketing event assistance in Canberra (customer briefings, customer engagement, partner events, etc)
- Assist with the Intermedium Contract for the Sales team

**Executive Support**
- Provide limited executive support to nominated managers which may include diary management and travel and expense management.

**Profile**
- Previous experience in a Corporate environment or similar role.
- Excellent Microsoft Word, Excel, PowerPoint and Outlook skills.
- Experience in platform databases is an advantage.

**About us**

We're a global team of innovators.

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