Ea/office Manager

6 months ago

Sydney, Australia CMC Markets Full time

CMC are hiring We have an opportunity for an EA/Office Manager to join our Facilities team on a 12 month fixed-term contract to cover parental leave. This role is primarily based in our Barangaroo, Sydney office. Please note that we operate onsite working and would need someone to come into our Barangaroo and Chatswood offices 5 days per week.

CMC Markets is a global leader in CFD trading and share investing. Our vision is to provide the ultimate online trading experience so everyone can achieve their financial potential. Since our launch in London in 1989, we’ve expanded globally with offices across Europe and Asia Pacific. Over 1.2 million clients make 67 million trades with us every year, and we’re still growing.

ROLE OVERVIEW

As a part of the Facilities team, you will be accountable for creating a helpful, friendly and efficient culture where day-to-day support is provided across a range of business services. In addition to this, the role is responsible for providing executive support to the Head of APAC & Canada and Chief Financial Officer. During periods of annual leave you will provide back-up to other Facilities team members as required. The role will be required to spend approx. 1 day per week in our Chatswood office and coverage of Reception when the Office & Facilities Assistant is away.

KEY RESPONSIBILITIES

Executive Support
- Intensive calendar management
- Travel bookings and itineraries
- Event organisation
- Expense claims/card reconciliations
- Coordinate ‘Sharing Sessions’ and ‘Town Hall’ scheduling, invitations and recordings
- Provide administrative support to CEO and UK Directors when visiting APAC and Canada
- Other ad-hoc administrative tasks

Facilities Management
- Manage office repairs, preventative maintenance schedules and contracts, cleaning, storage requirements, locker & key management and other ad-hoc facilities requirements
- Manage contractor onboarding/induction process including submission and approval of Site Access Permits, insurance certificates and licences are valid and in date
- Manage back-end set-up of MRI OnLocation (visitor/contractor management system) as system administration role and manage vendor relationship with Time and People
- Manage Department desk allocations and hot desk booking system
- Complete audits of security access cards/passes, coordinate corrections/changes with Office & Facilities Assistant. Escalate issues with building records and mobile access passes to Building Management ensuring appropriate resolution
- Manage office tidiness and organisation ensuring a high standard is maintained and clean desk policy is adhered to
- Provide back-up to HOF&BS for after hours alarm monitoring calls and resolution
- Provide Workplace Health & Safety support, including:
o Ensuring there are required number of Wardens and First Aid Officers
- Coordinate Warden and First Aid Officer training
- Coordinate Warden and First Aid Officer incentive program
- Register as a Floor Warden and complete training
- Keep Warden and First Aid Officer signage up to date
- Scheduling of internal emergency training exercise
- Completion of annual testing and tagging of electrical equipment
- Coordinating completion and issue resolution of workstation assessment and ergonomics
- Resolving issues arising from risk and hazard assessments
- Lone worker alarm management including charging of devices
- Completion by Departments of Monthly WHS Topics

Business Services
- Manage day-to-day relationship with CMC’s travel provider and administrate the travel program which includes:
o Travel profiles, travel approvals, provide training on OBT, assist with International (or complicated) travel bookings, escalation of vendor service or platform issues, update process documentation, monthly travel reconciliation, credits on hold and out of policy bookings
- Manage day-to-day relationship with mailroom and consumable vendors escalating service/delivery issues as required
- Manage intranet content for Sydney offices ensuring it is kept up to date
- Coordinate printing of office stationery and business cards when required
- Arrange new starter pack merchandise when required
- In conjunction with Office & Facilities Assistant maintain office guide and Office & Facilities team manual
- Support HOF&BS with annual sustainability reporting

Event Management
- Maintain membership on Culture Club (social committee) as Committee Secretary assisting with yearly planning, meeting minutes, implementation and organisation of internal and external events as per planning calendar

Other/Company
- Maintain personal/professional development to meet the changing demands of the role, including all relevant regulatory and legislative training
- When dealing with all customers, clients or colleagues ensure that we provide a clear, fair and consistent high quality service that presents a professional and positive image of CMC Markets
- Take all reasonable steps to ensure appropriate confide

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