Office Manager

At SEC Newgate, our people are what set us apart and are at the heart of our success. We create an environment that stimulates and rewards our people, where staff are supported to contribute ideas and embrace opportunities to achieve their personal goals. We look for people who are curious, self-motivated and collaborative. If you are like-minded and are motivated by working with a talented team on issues that matter, read below for what’s on offer.

**Overview**

We are hiring an **Office Manager** who will act as the business's eyes and ears. The Office Manager will be the first person clients, visitors and guests interact with when they arrive at the Melbourne office and they are welcoming and well-presented.

You will have a finger on the pulse and possess a can-do attitude to ensure the office runs smoothly. Your role is integral to the success of the business and it is your responsibility to keep our office guest-ready.

**Skills and Responsibility**
**Office Management**
- Responsible for answering all incoming phone calls to the office, directing calls, taking messages where necessary and ensuring messages are delivered to consultants accurately and in a timely manner
- Manage meeting room bookings, meet and greet all visitors to the office, ensure that meeting rooms are set up in advance of meetings and cleared and cleaned following
- Liaise with building management and contractors with regards to office maintenance, as required
- Liaise with outsourced IT support and assist with IT setup, as required
- Manage staff amenities, oversee the order of office supplies such as stationery, food and beverage
- Liaise with Business Support staff across all offices to ensure the business runs efficiently and effectively
- Uphold and ensure the general office space, including the kitchen are kept tidy
- Restock stationery supplies; printer is full of paper, check toner levels, staplers are full and working etc.
- Daily replenishment of cupboards and staff amenities (snacks, fizzy, tea, fruit etc.)
- Distribute/collect mail and arrange couriers.
- Backfill support for interstate office managers when required

**Administrative Support**
- Manage administration in relation to client projects including setup and scheduling of meetings, supporting proposal development, formatting documents and managing deadlines
- Lead and coordinate logistics for internal and external meetings including meeting preparation, recording actions and follow up to support project progression
- Manage key relationships to ensure delivery of a quality service and outcomes to our clients
- Share responsibility as executive support for the Melbourne Office Head
- Effectively manage inbox and calendars of Partners to support their productivity to progress client outcomes
- Assist in the set-up for new starters, including general induction and ordering business cards/stationery
- Organise and coordinate travel and accommodation requirements according to company policies
- Assist with tasks such as printing, binding, filing
- Assist weekly media schedule
- Organise special occasion flowers/gifts
- Database maintenance - updating contact details as required (HubSpot)
- Other ad hoc administrative and business support as required

**Event Coordination**
- Contribute to the maintenance of the national events calendar
- Coordinate logistics for office events including client functions, board room lunches and internal staff events as requested.

**Key Skills and Attributes**:

- Strong focus on client service and experience
- Experience providing executive support
- Strong organisational skills, project management skills, ability to prioritise tasks and meet deadlines
- Professional presentation
- Strong verbal and written communication and interpersonal skills
- Organised, logical, efficient, prompt and consistent approach to running the office
- Be team-focused with a positive attitude to contribute to the important team culture
- Ability to interact at all levels within the firm
- Be proactive with a high level of attention to detail and accuracy
- Strong IT skills - Excellent MS Office skills ideally including Outlook, Word, Excel, PowerPoint etc

**About Us**

**SEC Newgate Australia**

**125 People - 6 offices nationally**

As Australia’s largest full-service strategic communications firm, SEC Newgate understands the environment and helps to build a communications and engagement strategy that goes to the heart of our clients’ challenges. With 6 offices nationally and a network around the world, we bring a level of trust, expertise, collaboration and support to our clients that few others can match.

We have extensive expertise in corporate positioning and reputation building, issues campaigning, issues management and crisis communications, and are trusted by some of Australia’s leading companies, government departments and peak bodies.

Click here to find out more about SEC Newgate Australia

**Why SEC Newgate?**
- We want people to