Office Manager and Receptionist

3 weeks ago

Sydney, New South Wales, Australia Fin Design + Effects Full time
Job Description

Fin Design + Effects is a leading design and VFX house seeking a highly organized and detail-oriented Office Manager and Receptionist to join our team in Sydney.

The ideal candidate will have previous experience in a similar capacity, with exceptional organizational skills, a keen eye for detail, and the ability to handle multiple tasks simultaneously.

Key Responsibilities
  • Reception Duties:
    • Greet and welcome visitors, clients, and staff with a friendly and professional demeanor.
    • Answer, screen, and forward incoming phone calls and emails, take messages as necessary.
    • Handle incoming and outgoing mail and deliveries.
    • Maintain a tidy and welcoming reception area.
    • Manage visitor logs and issue visitor passes as needed.
  • Office Management and Administrative Support:
    • Oversee day-to-day office operations, including maintaining office supplies, equipment, kitchen stock, and place orders as necessary.
    • Ensure the office environment is clean, organized, and conducive to productivity.
    • Liaise with building management and service providers for any maintenance or repair issues.
    • Manage studio calendars and booking schedules. Schedule and coordinate meetings and appointments.
    • Assist with travel arrangements and accommodation bookings.
    • Oversee the maintenance and cleanliness of common areas, including the kitchen, common space, meeting rooms, artists space, and bathroom restock.
    • Assist with onboarding new employees and coordinating desk setups.
    • Organize and manage Hot Desks bookings for staff on a regular basis.
    • Provide administrative support to senior management and staff as needed.
    • Coordinate and manage office projects and studio initiatives, including setting up new offices and office moves.
  • Client and Vendor Services:
    • Assist with client hospitality, including arranging refreshments and catering.
    • Ensure clients and visitors have a positive experience from arrival to departure.
    • Support the coordination of client meetings and presentations.
    • Assist with client onboarding and studio tours.
  • People + Culture Team Assistance:
    • Assist with recruitment, onboarding, and training of new employees and interns.
    • Maintain employee records and manage HR-related documentation.
    • Support employee engagement and wellness initiatives.
    • Support internal communications and team-building activities.
    • Coordinate and support internal and external events, such as wrap parties, screenings, industry mixers, and end-of-year celebrations.
  • Office Expense Management:
    • Monitor and manage day-to-day office expenses and monthly office budget.
    • Follow up with office-related invoices, track expenses, and ensure timely payment of bills.
    • Coordinate with the finance department for office-related expenses and reporting.
  • Compliance, Safety, and Security:
    • Ensure the office complies with relevant workplace health and safety regulations.
    • Implement and uphold health and safety policies and procedures for the Sydney office.
    • Implement and monitor office security policies and compliance procedures.
Qualifications
  • Education: Bachelor's degree in Business Administration, Management, or a related field preferred.
  • Experience: 2-5 years of experience in office management, reception, or a related administrative role. Experience in a creative/VFX/software development environment is a plus.
  • Skills:
    • Strong organizational and multitasking abilities.
    • Excellent written and verbal communication skills.
    • Proficiency in office software (e.g., Slack, Google Workspace, Adobe Suite).
    • Basic understanding of financial management and budgeting.
    • Ability to work independently and as part of a team.
Personal Attributes
  • Detail-oriented and proactive.
  • Strong problem-solving skills.
  • Professional demeanor and positive attitude.
  • Ability to handle confidential information with discretion.
  • Excellent interpersonal skills and ability to work with diverse teams.
Work Environment
  • This position is performed in a studio setting 5 days a week.

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