Office Coordinator

2 days ago

Sydney, Australia tekskills Full time

**Role: Receptionist/ Admin support Specialist**

**Sydney - 6 Months with possible extension**

**Tasks and Other Duties**

**Collaterals Issuance to Employees -** issue IDs, access cards and lanyards to employees, ensure that these are documented and received by employees thru Property Acknowledgement Record (PAR).

**Purchase Requisitions** **(PR)** - Coordinate with sourcing team on obtaining quotes from vendors. Liaise with vendors in providing information/details as required by sourcing team. Request approvals to raise PR. Obtain cost codes from FP&A. Raise PRs through Oracle R12. Follow-up PO issuances from SSC team.

**Vendor creation/vendor name change**:

- Assist VGO/Sourcing team - in obtaining documents from vendors to comply with VGO requirements. Complete Vendor Assessment via "One Trust Tool"; Vendor Compliance Questionnaire and Vendor Creation Form

**Office Supplies Management** - General office stationeries, collate and place orders, manage inventory, issue to requestors

**Security - CCTV Review** - regular check that all cameras are working properly and live recording; test-check playback, validate time stamp

**Visitors Management** - ensure that all visitors accesses are recorded and authorized. Ensure all visitors pass and temporary access cards are returned by visitors prior to leaving the site.

Send/Forward exit notification triggers to CB Team. (Interim process until such time that there is an automated exit trigger from HR to CB team)

**Building and Facilities Issues** - For base building related issues - liaise with Building Managers or raise work order request via JLL/CPM portals). For facilities issues - place service calls to vendors, get quotes for adhoc repairs, monitor and track early resolution. Maintain an update Incident reports spreadsheet. / WHS coordination. Maintain a calendar (spreadsheet) for PPM of equipment - ensure that planned maintenance service are done as scheduled. Maintain a file of service reports - (required evidences for audit purposes)

Complete Environmental Sustainability Data spreadsheet (in SharePoint) - 6 monthly (usually February and August) as required by I&L. Input power consumption (KWH), paper waste, etc. and upload supporting evidences, i.e. AGL invoices, Shred-it/IM invoices. Complete Injury Illness data (coordinate with HR)

WHS Coordination pre and post projects

Property Management - coordination with landlord on building concerns, work permits and scheduling if needed, invoice concerns coordination

**Job Type**: Fixed term

Pay: $48,366.86 - $85,709.70 per year

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Sydney NSW: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Office administration: 6 years (preferred)

Work Authorisation:

- Australia (preferred)

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