Office Coordinator

1 day ago

Perth, Western Australia Clyde & Co Full time
About the Role

Clyde & Co is seeking a highly organized and detail-oriented Office Coordinator to join our team in Perth. As an Office Coordinator, you will play a critical role in ensuring the smooth operation of our office, providing administrative support to our team, and maintaining a safe and healthy work environment.

Key Responsibilities
  • Administrative Support
    • Ensure all facilities and administration policies and procedures are being followed in the office;
    • Update and maintain Condeco, our office management system;
    • Manage mail distribution, lodgement, and organization of couriers;
    • Reconcile and manage the Perth office debit card;
    • Manage archiving policy and processes, including assisting with lodgement, collection, and destruction of files;
    • Set up new starters for Perth, including entering new starter information into the office services tracker, ordering security passes and business cards, training on Condeco, and ensuring offices are set up with relevant equipment and lockers;
    • Assist IT with new starter laptop remote setup and equipment;
    • Arrange corporate photos and complete facilities induction.
  • Reception and Front-of-House
    • Ensure core tasks are being actioned, policies and procedures are rolled out and followed locally with a high standard being maintained;
    • Oversee the front-of-house and ensure all tasks are completed efficiently, that reception and meeting rooms are always presented clean and clear;
    • Ensure reception is open during office hours and signage for the doorbell is visible;
    • Man the reception desk as required when guests arrive in the office.
  • Catering and Events
    • Ensure the National Catering Policy and Procedure is being followed and that approved vendors are being used;
    • Assist as required with ordering catering for events;
    • Provide support to the Events Manager with the coordination and execution of local events, including providing event support throughout the function, which may include working outside of business hours;
    • Arrange name tags and collate printed material;
    • Regularly take stock of event-related printing and merchandise;
    • Prepare meeting rooms for events;
    • Liaise with building management and guests when required for access to the building and escorting to and from the tenancy.
  • Facilities and Maintenance
    • Maintain a good working relationship with Building Management and distribute relevant information about building works to the firm when required;
    • Regularly check the tenancy to ensure that offices are clear and clean, all hardware such as desks, chairs, and shelves are appropriately allocated and in working order;
    • Ensure desks and offices are clear and clean as part of our agile working environment;
    • Place orders for equipment that is required through the Facilities & Administration Manager (APAC) and IT;
    • Ensure a safe working environment by regularly inspecting the premises for workplace health and safety issues;
    • Regularly inspect the premises for damage and liaise with Building Management and/or third-party contractors to attend to repairs and maintenance issues;
    • Maintain the office floor plan and Perth directory.
  • Procurement and Security
    • Ensure only authorized vendors are being used to procure goods and services;
    • Ensure the office is always stocked with stationery, kitchen, and general office supplies;
    • Reconcile invoices, ensuring that charges are correct and goods have been received;
    • Approve and allocate tax invoices to the correct cost centers on Chrome River;
    • Manage the allocation of security passes and the security pass system to ensure that all security passes have been allocated and any lost or stolen passes have been cancelled;
    • Carry out regular security pass audits (quarterly);
    • Report any security-related issues, such as broken locks or doors, to the appropriate vendor to be addressed;
    • Provide Global with monthly security reports.
  • Workplace Health and Safety
    • Ensure local and Australian offices are compliant with workplace health and safety requirements, including:
      • Maintaining an up-to-date First Aid Certificate;
      • Ensuring local and national emergency evacuation procedures are compliant and that all employees are aware of the procedure and who the fire wardens are;
      • Review and designation of fire wardens regularly;
      • Arranging ergonomic workstation assessments as instructed by HR as required;
      • Regularly update and review workplace health and safety procedures.
    • Complete and manage Fire Warden training through Building Management;
    • Ensure all WH&S posters are up to date.
  • National Support
    • Provide support with managing the national travel database, including liaising with our Corporate Travel Manager (TMC);
    • Provide support with managing the subscription database with Prenax, including regular audits, processing, and cancelling subscription requests, and reconciling and processing invoices;
    • Assist with managing the Uber for Business account as required, including monthly audits, identifying and addressing any breaches of policy, and reconciling and processing invoices.
  • Other Responsibilities
    • Action any tasks requested by the Facilities & Administration Manager (APAC);
    • Assist with the interview process for new members of the facilities team;
    • Manage the procurement of artwork for the Perth office;
    • Be part of Clyde & Co's CASSC to help organize events for the office, such as the EOFY party, Christmas party, and encourage a positive and friendly workplace.

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