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Executive Office Administrator

1 month ago

Sydney, New South Wales, Australia Marex Full time

About the Role:

We are seeking a highly organized and experienced Executive Office Administrator to join our team at Marex. As an integral part of our office operations, you will be responsible for ensuring the smooth day-to-day running of the office, including managing administration duties, implementing office procedures, maintaining administrative systems, and working closely with other regional departments.

The successful candidate will be based in our Australian office and will be required to be onsite for the performance of duties. This is a part-time position, and we are looking for someone who can work independently, multitask, prioritize tasks, and maintain an organized office environment.

Key Responsibilities:

  • Maintain office services by organizing office operations, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
  • Maintain office efficiency by planning and implementing office systems, layouts, renovations, and equipment procurement.
  • Define procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Establish standards and procedures as the office Health and Safety representative.
  • Keeps management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
  • Office procurement and supplier management.
  • Office lease administration.
  • Maintaining the office condition and arranging necessary repairs
  • Answering calls and emails from customers and clients and directing them to relevant staff
  • Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
  • Organizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working order
  • Reporting office progress to senior management and working with them to improve office operations and procedures
  • Serve as the point person for office manager duties including maintenance, mailing, supplies, equipment, bills, etc.
  • Schedule meetings and appointments
  • Organize office operations and procedures
  • Coordinate with IT department office equipment
  • Ensure that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors, service providers, and office lease
  • Provide general support to visitors
  • Address employees' queries regarding office management issues
  • Plan in-house or off-site activities, like events and conferences
  • Adhere to the operational risk framework for your role ensuring that all regulatory or company determined parameters are complied with.
  • Role model for demonstrating highest level standards of integrity and conduct and reflecting Company Values.
  • At all times complying with Marex's Code of Conduct.
  • To ensure that you are fully aware of and adhere to internal policies that relate to you, your role or any other activities for which you have any level of responsibility.
  • To report any breaches of policy to Compliance and/ or your supervisor as required.
  • To escalate risk events immediately.
  • To provide input to risk management processes, as required.

Competencies:

  • Strong team player, able to identify office requirements.
  • Ability to multitask, prioritize to-dos, and maintain an organized office environment.
  • Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, and handle vendor contracts, among other tasks.
  • Strong written and verbal communication skills to interact with employees, clients, and vendors effectively.
  • Flexibility to adjust to new tasks should company or office needs change.
  • Strong interpersonal skills to interact positively with all employees.
  • Attention to detail to ensure tasks are completed thoroughly and correctly.

Requirements:

  • Proficiency with common office software, such as MS Office (MS Excel and MS Outlook, in particular).
  • Proven experience as an Office Manager, Front Office Manager, or Administrative Assistant Office management experience, including vendor management, and cost management.
  • Knowledge of Office Administrator responsibilities, systems, and procedures.
  • Excellent time management and organisational skills.
  • Excellent attention to detail and accuracy.
  • Proactive and innovative approach.
  • A self-starter who can work independently.
  • Adaptable and resilient in a fast-paced front office broking environment.
  • Ensuring accuracy in documentation, financial transactions, and other administrative tasks.
  • Ability to manage budgets, track expenses, and ensure financial compliance.
  • Efficiently manages time and deadlines to ensure smooth office operations.
  • Ability to plan and coordinate office projects, such as office moves, events, or technology upgrades.

Salary:

The salary for this position is $70,000 - $90,000 per annum, depending on experience.