Office Coordinator

Job Title

- Office Coordinator

- Role

- Business/Professional Services

- Expertise

- Facilities/Administration

- Job Location

- Brisbane

- Description

Clyde & Co is an energetic, global law firm with four Australian offices. Our Brisbane office is seeking an enthusiastic Office Coordinator to join the team on a full-time basis.

As the first person our valuable clients see when arriving at our office, a warm and welcoming first impression is a must. With scope for someone coming from a strong customer service background in either hospitality or retail, we are ultimately seeking a motivated, organised and upbeat person to immerse themselves in the role and become a significant member of the team.

**About the role**

The main focus of this 'hands on' role is to coordinate the front-of-house Reception, ensure the office is operating smoothly, approve procurement of general office equipment and ensure all administrative policies and procedures are being followed.

Key responsibilities across the following:
**Administration**
- Ensure that core tasks are being actioned and policies and procedures are rolled out and followed locally with a high standard being maintained
- Oversee front-of-house including being the first point of contact for visitors, answering incoming calls and ensure all tasks are completed efficiently
- Manage incoming and outgoing mail, open, sort and distribute mail
- Manage court filing and external deliveries including arranging couriers where required
- Maintain the reception area and meeting rooms to the highest standard
- Coordinate appropriate coverage at Reception for external meetings and guests
- Ensure all Facilities and Administration policies and procedures are being followed in the office
- Arrange for archived material to be collected and stored offsite when required
- Assist with corporate and individual memberships and subscriptions
- Assisting the National Manager with the travel program and dealing with day-to-day issues regarding travel bookings
- Inducting new joiners into the office:

-- Office and emergency procedures induction
- Providing induction materials
- Scheduling relevant training
- Set-up of new joiners in the Brisbane office in consultation with Partners across:

-- Ordering security passes, business cards and name plates
- Allocation of office/desk
- Ensuring offices are set-up with relevant equipment and are clean
- Arranging corporate photos
- Coordination of office moves, either internal office/desk moves to larger whole office relocation.

**Catering**
- Maintain catering consumables in the kitchens including tea, coffee, and condiments
- Ensure catering equipment including the coffee machines are cleaned, functioning, and sufficiently stocked
- Ensure that the National Catering Policy and Procedure is being followed and that approved vendors are being used
- Assist the Events Manager as required with ordering catering for events.

**Events**
- Provide support to the Events Manager with the coordination and execution of local events, this includes:

-- Providing events support throughout the function and out of business hours
- Arranging nametags and collating printed material.
- Regular stocktake of event related printing and merchandise
- Preparing meeting rooms for events.

**Facilities**
- Maintaining a good working relationship with Building Management and distributing relevant information about the building when required
- Regularly check the tenancy to ensure that offices/kitchen are:

-- Clear and clean
- All hardware such as desks, chairs and shelves are appropriately allocated and in working order
- Ensure desks and offices are cleared once vacated
- Placing any orders for equipment that is required through the National Facilities & Administration Manager and/or the relevant IT Manager
- Ensuring a safe working environment by regularly inspecting the premises for workplace health and safety issues
- Regularly inspecting the premises for damage and liaising with Building Management and/or third-party contractors to attend to repairs and maintenance issues
- Maintaining up to date office floor plan.

**Procurement**
- Ensure only authorised vendors are being used to procure goods and services
- Maintain stationery supplies in the office and order adhoc stationery as required
- Reconcile invoices ensuring that charges are correct, goods have been received and processed through Chrome River.

**Security**
- Manage 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. Prepare passes for new starters
- Cancelling lost or stolen passes
- 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.

**WH&S**
- Ensure a safe working environment by regularly inspecting the premises for workplace health and safety hazards. Report any dama