Facilities Administrator

2 weeks ago

Sydney, New South Wales, Australia beBeeOfficeManager Full time $100,000 - $120,000

Job Summary:

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We are seeking an experienced Office Manager to oversee the operations of our office facilities, ensuring safe and functional workspaces for all associates and guests.

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This role will also manage the Receptionist function at our Sydney office, implement procedures, and maintain administrative systems as required.

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Main Responsibilities:

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  • Provide coaching, training, and ongoing development of the Receptionist.">
  • Manage reception services to ensure they run in a professional and efficient manner.">
  • Develop and maintain procedures and guides pertaining to office facilities, including maintenance schedules and key site information.">
  • Manage preferred vendors and service agreements, ensuring compliance with company standards and policies.">
  • Ensure maintenance work is completed and documented appropriately.">
  • Track office and facilities-related costs and savings in line with budget requirements.">
  • Implement cost management and savings plans where possible.">
  • Ensure catering guidelines are followed.">
  • Manage the lifecycle of our offices and their lease agreements, ensuring terms and conditions are met during the entire term.">
  • Advise staff in a timely manner of maintenance work and its impact on their environment.">
  • Manage all security services for our offices, including service providers, access security cards, systems maintenance, and agreements.">
  • Identify and resolve any problems relating to office facilities, administrative duties, and processes.">
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Work, Health & Safety (WHS):

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  • Retain first aid treatment records.">
  • Check and maintain first aid kit contents.">
  • Maintain defibrillators, ensuring battery and pads within expiry.">
  • Maintain display fire warden listings in our offices.">
  • Assist with fire evacuations and follow up incidents for all sites.">
  • Perform and assist with WHS office inspections/audits, tracking findings to close.">
  • Complete ergonomic assessments, identify additional equipment needs (if required), and assist associates with acquiring items.">
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Procurement Management and Compliance:

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  • Manage the procurement policy to ensure compliance.">
  • Manage office procurement services, including the management of purchasing and management systems.">
  • Manage local processes and procedures relating to procurement.">
  • Implement and track ongoing cost management initiatives and savings.">
  • Be one of multiple 'super users' to assist with associate inductions and routine training.">
  • Manage replenishment and the procurement of goods for our offices in a timely and consistent manner.">
  • Manage relationships with vendors.">
  • Review and process invoices through purchasing systems.">
  • Manage implementation of new procurement initiatives for new vendors and agreements with current vendors.">
  • Contract management, including negotiation for revised or new agreements.">
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Key Skills & Qualifications:

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  • Previous experience in office/facilities management.">
  • Proven ability to manage multiple tasks and activities.">
  • Strong time management and organisational skills.">
  • High level learning agility.">
  • High level of confidentiality.">
  • Comfortable working with ambiguity.">
  • Excellent written and verbal communication skills.">
  • Ability to communicate professionally with both internal and external customers.">
  • Passion and commitment for WHS best practice implementation.">
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What We Offer:

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A dynamic and supportive work environment with opportunities for growth and development.

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