Office Coordinator

5 months ago

Sydney, Australia Gerson Lehrman Group Full time

The OC will provide regular administrative and front desk support. The position requires strong computer and internet research skills. It also calls for flexibility, discretion, excellent interpersonal skills, and the ability to work well with all levels of management and staff.

In this role, the OC will report to the Office or Facilities Manager to assist with basic office support functions as well as help with coordination of quarterly meetings and other types of events. There will also be opportunities to work on a variety of ad hoc projects.

**Responsibilities include (but are not limited to)**:

- Phone Coverage - answer/screen calls, relay messages. Serves as back up for other locations when volume dictates.
- Researcher - Researching guests prior to their arrival in order to create a more personalized experience.
- Organizer - Coordinating and working closely with building security to streamline guest arrival process. Maintain visitor and guest list.
- Innovator - Work closely with office operations and facilities team on innovative ideas for the guest experience.
- Arrange fire drill and necessary health and safety initiatives according to global and local standards.
- Local Resource - Be a resource for our guests and staff. Strong knowledge of transportation and amenities in the surrounding area.
- Scheduler - Maintain the conference room calendars to book events and meetings. Responsible for full knowledge of meetings to prepare and organize rooms ahead of meetings.
- Coordinator - You will work with various vendors to assist colleagues and clients on many tasks. Outgoing shipments, room conflicts, business cards, etc. all go through you.
- Provide catering assistance (ordering and set-up) as needed.
- Maintain security of the office by issuing badges to new hires or contractors, and by notifying the building through proper administrative procedures.
- Submit invoices and receipts into the accounting system for approval.
- Assist HR with onboarding of all new hires.
- Keeping the reception, break, mail, and storage areas clean and well organized. Includes assistance with stocking the break room and making coffee throughout the day.
- Respond to Facilities inquiries, and forward to the Office or Facilities Manager, for appropriate action.
- Collaborator - While assisting your colleagues you will work closely with Facilities Team and Executive Assistants with filing, printing, expenses, and operational needs.
- Administrative and other duties or tasks as determined by the Office or Facilities Manager.
- Mail circulation and worldwide shipping.

**Requirements**:

- Dependable and punctual
- This role requires full-time in-office attendance
- Bachelor’s Degree preferred
- 1-2 years of Administrative and/or Customer Service experience
- Experienced with Microsoft Outlook, Word, Excel, and Power Point
- The ability to handle all interactions and communications (verbal and written) with a high level of professionalism
- Ability to work well independently and be self-motivated
- Ability to multi-task and prioritize with superior attention to detail
- Flexibility to work overtime as needed and/or some weekends

**#LI-Hybrid**

**About GLG / Gerson Lehrman Group**

GLG is the world’s insight network. Our clients rely on GLG’s global team to connect with powerful insight across fields from our network of approximately 1 million experts (and the hundreds of new experts we recruit every day).

GLG’s industry-leading compliance framework allows clients to learn in a structured, auditable, and transparent way, consistent with their own internal compliance obligations and the highest professional ethical standards. Our compliance standards are a major competitive differentiator and key component of the company’s culture.

Gerson Lehrman Group, Inc. (“GLG”) is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, race, religion, color, marital status, disability, gender, national origin, sexual orientation, veteran status, or any classification protected by federal, state, or local law.

**EEO Policy Statement**:
Gerson Lehrman Group, Inc. (“GLG”) is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, race, religion, color, marital status, disability, gender, national origin, sexual orientation, veteran status, or any classification protected by federal, state, or local law.

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