Studio Administrative Specialist

2 days ago

Sydney, New South Wales, Australia beBeeAdministrative Full time $72,000 - $98,000

Administrative Support Professional

This is a dynamic role that requires a highly organized and detail-oriented individual to manage the front desk, provide administrative support, and ensure the smooth operation of our studio.

The successful candidate will be responsible for managing visitor logs, issuing visitor passes as needed, maintaining a tidy and welcoming reception area, handling incoming and outgoing mail and deliveries, and overseeing day-to-day office operations.

Key Responsibilities:

- Greet and welcome visitors, clients, and staff with a professional demeanor
- Handle mail and deliveries promptly
- Maintain a clean and organized reception area
- Manage visitor logs and issue visitor passes as needed
- Oversee office operations, including office supplies, equipment, and place orders as necessary
- Ensure the office environment is clean, organized, and conducive to productivity
- Liaise with building management for maintenance or repair issues
- Schedule meetings and appointments, and assist with travel arrangements
- Assist with onboarding new employees and coordinating desk setups
- Organize Hot Desks bookings for staff
- Provide administrative support to senior management and staff as needed
- Coordinate office projects and initiatives
- Client and Vendor Services
- Assist with client hospitality, including arranging refreshments and catering
- Ensure positive client experiences from arrival to departure
- Support client meeting coordination and presentations
- Office Expense Management
- Monitor and manage office expenses and ensure timely payment of bills
- Follow up with office-related invoices and track expenses
- Coordinate with the finance department for office expenses and reporting

Qualifications:

- Bachelor's degree in Business Administration, Management, or a related field preferred
- 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)
- 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
- Positive attitude and professional demeanor
- 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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