Office Administrator

Our Company

We're Hitachi Vantara, the data foundation trusted by the world's innovators. Our resilient, high-performance data infrastructure means that customers – from banks to theme parks ­– can focus on achieving the incredible with data.   

If you've seen the Las Vegas Sphere, you've seen just one example of how we empower businesses to automate, optimize, innovate – and wow their customers. Right now, we're laying the foundation for our next wave of growth. We're looking for people who love being part of a diverse, global team – and who get excited about making a real-world impact with data.

Reporting To: Direct report to Office Manager
Indirect report to Sales Director / Branch Manager,
Incentive Plan: Vantara Incentive Plan

Job Purpose
The primary role of the Office Administrator is to provide effective administration support to ensure the smooth day-to-day operation of the respective office.
Specifically, this role provides administration support for our Canberra office, and office/administration support to other functions or branches as needed. This role may take on special projects or tasks to support the Australia / New Zealand organisation.
In addition, this role provides executive support in the way of calendar and travel bookings to nominated managers where a high level of of discretion is required.

Responsibilities
Office Management
Manage the office, ensuring it is operational and supports business requirements including:
o Receiving & managing visitors, ensuring meetings rooms are neat and tidy and ready for use.
o Owning office procedures manual relevant to the office location;
o Ordering catering and office supplies and processing invoices;
Managing and distributing of mail in/out of branch daily and coordinating couriers.
Manage office documents and destruction bin.
Maintaining kitchen and office area – to ensure the replenishment of kitchen supplies and maintaining a safe working area.
Management of office based work health and safety, under the direction of the National Administration Manager and in line with the Company Policy. This includes:
o Ensuring relevant Health and Safety documentation clearly displayed in each office;
o Assisting with workplace inspections to identify potential hazards and coordinating necessary actions such as repairs or maintenance;
o Ensuring the Hitachi Vantara emergency procedures and building specific evacuation and assembly maps are displayed;
o Liaising with building management as necessary to ensure compliance with Health and Safety requirement;
o Ensuring hazards and injuries are reported and investigated in a timely manner and coordinating necessary actions such as repairs or maintenance;
o Coordinating first aid officers and replenishment of first aid kits;
o Coordinating fire wardens and ensuring participating in fire drills.
Liaising with building management and other suppliers where necessary;
o Organising quotes with various suppliers for repairs and maintenance.
o Ordering of Access passes and keys for Hitachi Vantara office as well as storing of spare keys in secure location.
o Security passes and alternate contact for security when IT unavailable.
o Managing the allocation of car parking spaces within company guidelines.
o Review and process invoices for payment.
o Reconcile Amex Card for purchases made for the facility / office.
Sharing relevant communications with staff in the office – such as building repair works, fire warden training, changes to security requirements or changes to relevant processes.
Oversee and coordinate office space/seating planning and allocation in conjunction with management, ensuring suitability of placement.
Coordination and management of office events and functions such as annual Christmas party or office morning teas and charity days.
General Office Administration
Provide general administration support to the office on an as needs basis – this may include printing, scanning or binding documents to support customer meetings or to assist with preparing a tender or proposal.
Provide assistance with onboarding of new hires – including assisting with set up prior to commencement and office orientation on commencement.
Organise room booking, conference call and Teams set up for meetings such as Company Town Halls.
Support the coordination of internal and external meetings as necessary – this may include organising room set up, ordering catering and customer reception.
Point of contact and provide general administration support for other remote offices as allocated from time to time.
Perform other administrative support or ad hoc tasks as required.
Marketing Administration
Occasional marketing event assistance in Canberra (customer briefings, customer engagement, partner events, etc)
Assist with the Intermedium Contract for the Sales team
Executive Support
Provide limited executive support to nominated managers which may include diary management and travel and expense management.

Profile
Previous experience in a Corporate environment or similar role.
Excellent Microsoft Word, Excel, PowerPoint and Outlook skills.
Experience in platform databases is an advantage.
Competencies
Excellent written and verbal communication skills.
Willingness to learn and to identify and improve activities through eliminating duplication and streamlining processes.
Able to use initiative and work under minimal supervision.
Able to exercise discretion and to maintain confidentiality with the highest levels of integrity.
Able to take ownership and responsibility for the role with a positive "can-do" attitude.
Able to easily adapt with changing environments, new processes etc.
Follows through on commitments and maintains a high attention to detail.

This role would preferable PR or Australian Citizenship. 

About us
 
We're a global team of innovators. Together, we harness engineering excellence and passion for insight to co-create meaningful solutions to complex challenges. We turn organizations into data-driven leaders that can a make positive impact on their industries and society. If you believe that innovation can inspire the future, this is the place to fulfil your purpose and achieve your potential.
 
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