Office Operations Manager

2 weeks ago

Perth, Western Australia beBeeAdministrative Full time $100,000 - $150,000
Executive Administrator

The executive administrator is a senior role responsible for providing leadership to the administrative staff in the office, ensuring the services necessary to support a global organization are maintained.

Key Responsibilities
  • Supervise other members of the administrative staff including reception, IT, accounting, and other assistants with regards to the day-to-day running of the office.
  • Set goals and performance expectations for direct reports including the receptionist. Conduct performance reviews periodically as required.
  • Coordinate the authorization of commercial and legal documents related to the offices.
  • Support the Legal department in relation to building and property insurance, and leasing arrangements.
  • Monitor and authorize the payment of office suppliers.
  • Be familiar with the office lease agreements with respect to obligations and rights and maintain a constructive relationship with the office tenant manager.
  • Supervise general purchasing, including office and kitchen supplies, business cards, food and beverages, and other necessary items.
  • Maintain access card logbook.
  • Supervise credit card accounts and access.
  • Fire warden duties.
  • Arrange and coordinate functions such as Christmas and cocktail parties.
  • Assist with onboarding new recruits into the office.
  • Support the international relocation of secondees to and from the office.
Administrative Support Responsibilities
  • Coordinate domestic and overseas travel including conference attendance, visas, accommodation, and transport. Occasionally respond to international travel disruptions that arise to ensure staff can continue their trip with minimal disruptions.
  • Arrange in-person and virtual meetings for employees with international executives, investors, foreign government representatives, consultants, and potential portfolio companies.
  • Update and maintain contact information within the e-front contact database.
  • Act as the first point of contact for external stakeholders, screening calls and redirecting them as needed.
  • Generate monthly expenditure reports for managers and respective team members, in support of the accounts department and respecting deadlines.
  • Anticipate board and investment responsibilities, ensuring thorough planning and document review in advance.
  • Ensure all outgoing correspondence, reports, and presentations conform to the company's standards.
  • From time to time, rotate coverage of the receptionist duties with other team members.
  • Perform other duties as required.

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