Office Coordinator

1 week ago

Sydney, Australia Matchbox Pictures Full time

_Matchbox Pictures are looking for a highly collaborative, creative, energetic office coordinator to work as part of their close-knit team in Sydney. Matchbox are responsible for some award winning productions including, Stateless, The Family Law and Glitch. _

**Rol**e Summary**

The office coordinator has responsibility for the smooth running of the Sydney and Melbourne Matchbox offices. The office coordinator provides administrative support to Matchbox employees and provides cover for the Executive Assistant when they are absent.

**RESPONSIBILITIES**
- Be the first point of contact for all queries, internal or external
- Manage travel arrangements for staff and contractors as requested
- Register accreditations with festivals/conferences for office and/or visiting staff
- Coordinate local and international award and festival submissions
- Liaise with HR and IT to ensure new starters are set up correctly including equipment, are added to distribution lists, invited to meetings etc.
- Coordinate the management and usage of internal IT and telephone systems
- Work with Finance to ensure budgetary requirements are met as needed
- Deal with financial related matters for office administration such as invoices, expense claims, credit card reconciliation, cabcharges and petty cash maintaining financial records in accordance with the internal Financial Guidelines and authority
- Organise couriers and postage for staff and contractors
- Manage Work Experience and Internship requests and placements
- Manage digital and other data management archives for the office and production
- Research and produce the internal Matchbox newsletter
- Work with NBCU Employee Resource Groups to organize and coordinate staff engagement activities
- Organise and set up writers’ rooms (virtual or f2f) ensuring the smooth running of these sessions
- Work with the Executive Assistant and take on delegated tasks as required
- Provide cover for the Executive Assistant in their absence or any other administrative tasks as required
- On occasion, provide services to productions in various capacities.

Office based responsibilities (as required)
- Represent Matchbox on the Health and Safety committee
- By a fire warden and/or first aider
- Book meeting rooms and ensure the smooth running of meetings

**REQUIRED SKILLS AND EXPERIENCE**
- Experience working in a busy, multi-tasking and demanding office environment
- Excellent organisational and administrative skills, including a keen attention to detail, the ability to work speedily and accurately under pressure, prioritise tasks appropriately, meet deadlines and respond flexibly to competing demands
- Ability to deal effectively with staff at all levels and external contacts, both in person and over the phone
- Strong interpersonal skills compatible with working within a creative production company
- Motivated, professional and able to demonstrate initiative and problem solve
- Excellent processing skills in dealing with financial information such as expenses, invoices, advances, billing etc.
- Excellent knowledge of the Microsoft Office suit across both PC and Mac
- Prior administrative experience

**Job Types**: Full-time, Contract
Contract length: 12 months

**Salary**: $50,000.00 - $55,000.00 per year

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Sydney, NSW 2000: Reliably commute or planning to relocate before starting work (required)

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