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Office Coordinator

3 weeks ago

Burleigh Heads, Australia Move With Us Full time

This role would suit those with prior office administration experience who are looking to take on responsibility and take the next step in their career

**Requirements**:
**OFFICE ADMINISTRATION**
- **Front of House** - Coordination of front of house on a daily basis, including greeting and signing in all visitors.
- **Office Access** - ensuring on daily basis that the office is opened and closed securely as required for both internal team and third parties.
- **Maintenance + Repairs** - Ensuring that a regular maintenance schedule is maintained for the office space and equipment and that damage is reported and acted up promptly. Act as the single point of contact for all required third parties (building manager, plumbers, electricians etc) to address and remedy and
- **Package Administration** - triaging and allocating inbound deliveries and mail to the appropriate recipients, sending outbound packages and mail (as required).
- **Equipment Administration** - Maintaining an equipment register of all physical equipment including computer hardware, peripherals, office furniture, and photoshoot equipment and ensuring that team members are assigned items as required.
- **Supply Replenishment** - Proactively ensure that the office is equipped with stationery, cleaning and kitchen consumables.
- **Cleaning** - Coordinate office cleaning schedule with our external cleaning provider and ensure the ongoing cleanliness and hygiene of all spaces and equipment across our general office area, meeting rooms, on-site gymnasium, photo studio, and kitchen space.
- **Meeting Enablement**:

- Oversight of meeting room audiovisual resources, cleanliness, and catering (as required) to ensure seamless meeting experiences.
- **Health and Safety** - Promote and encourage compliance with key office policies, including workplace health and safety.
- **Team Updates** - Provide ad-hoc updates to internal team members to provide notice and details of key office updates that might affect them.
- **General Administration**:

- Coordination of any general administrative tasks as required.

**ACCOUNTS ADMINISTRATION**
- **Invoice/Receipt Management** - Daily uploading of invoices/receipts to accounting software for processing, across the Move With Us and Crop Shop Boutique businesses.
- **Accounts Payable** - Weekly and ad-hoc processing of manual payments of accounts payable, across the Move With Us and Crop Shop Boutique businesses.
- **Accounts Receivable** - Liaise with third party vendors to ensure outstanding invoices are paid promptly, across the Move With Us and Crop Shop Boutique businesses.
- **Monthly Reporting Support** - provide administrative support exporting data per defined procedures to support end-of-month reporting, across the Move With Us and Crop Shop Boutique businesses.
- **Team Expense Management** - Manage ad-hoc payment requests for the internal team, including expense reimbursements, across the Move With Us and Crop Shop Boutique businesses.

**HR SUPPORT**
- **Onboarding Support** - Act as the primary point of contact for onboarding new employees across the Move With Us and Crop Shop Boutique businesses, including provisioning new employees with company policies, IT equipment and software and educating on office amenities.
- **Offboarding Support**:

- Act as the primary point of contact for offboarding employees including retention of IT equipment and systems, across the Move With Us and Crop Shop Boutique businesses
- **Travel Bookings** - Assisting the team with booking domestic and international travel, including flight, hotel, and car rental reservations, across the Move With Us and Crop Shop Boutique businesses
- **Event/Special Occasion Enablement** - Work with stakeholders to organise logistics and supplies for team engagement initiatives, celebrations, and events, across the Move With Us and Crop Shop Boutique businesses

**Essential**:

- Bachelor’s degree in Business, Business Management, Communications or related field.
- At least 2+ years of experience in a similar Office Administration role.
- The highest level of personal integrity and trustworthiness.
- A professional and respectful manner with responsibility of acting as the first face a visitor sees when they arrive at our physical office space.
- A bias for action with the ability to work under pressure and balance competing priorities.
- Exceptional attention to detail, spelling and grammar.
- Excellent verbal and written communication skills.
- Results-driven and team oriented.
- Passion for health and fitness.

**Desirable (but not essential)**:

- Experience working cross-functionally within a multi-tenant/business office space.
- Experience working with Google Workspace (Gmail, Drive, Meet).
- Experience working with project management software (Asana, or similar).

**Benefits**
- Be an integral part of two brands that are on a mission to empower women around the world.
- Be part of an inspiring and energetic Team that loves what they