Office Coordinator

2 days ago

Sydney, New South Wales, Australia GLG Full time $60,000 - $90,000 per year

GLG is seeking an intelligent, resourceful individual with exceptional communication skills. This candidate will be highly organized, efficient and reliable and will be responsible for managing the office needs for our Sydney office. As the first point of contact for everyone who enters, you'll be an integral part of the team, responsible for making everyone feel welcome, and be a culture and brand ambassador.

In this role, you will report to the APAC Facilities lead to assist with office support functions as well as help with coordination of quarterly meetings and other types of events. There will also be opportunities to work on a variety of ad hoc projects.

Key Responsibilities:

  • Interact with clients and colleagues in a highly professional manner and manage communication as required
  • Arrange domestic and international travel for both business and personal including flights, hotels, visas, local transportation etc.
  • Work closely with office operations and facilities teams across APAC on innovative ideas for the employee and guest experience
  • Coordinate internal and external meetings, teleconferencing, video conferencing and prepare meeting material
  • Provide catering assistance (ordering and set-up) as needed
  • Maintain security of the office by issuing badges to new hires or contractors, and by notifying the building through proper administrative procedures
  • Submit invoices and receipts into the accounting system for approval
  • Assist HR with onboarding of all new hires
  • Keeping the reception, break, mail, and storage areas clean and well organized. Includes assistance with stocking the break room and making coffee throughout the day
  • Respond to Facilities inquiries, and forward to the Office or Facilities Manager, for appropriate action
  • Handle work with high confidentiality
  • Consolidate data and prepare monthly reports
  • Ordering office supplies
  • Liaising with building management
  • Coordinate with the IT department to troubleshoot and maintain the functionality of office IT equipment
  • Assist with office events logistics and provide administrative support
  • Assist with office administration works such as manage expense reports, order office supplies, handle office bill payments etc.
  • Responsible for securing the best contracts from service providers to ensure the smooth running of the office
  • Other ad hoc duties as assigned

Required Skills:

  • Bachelor's Degree from a top tier university
  • Minimum three years experiences working in MNC in an administration capacity
  • Excellent interpersonal and communication skills, including demonstrated proficiency in oral, writing and presentation abilities in a business-focused setting
  • Excellent word processing and IT skills including MS Office (Word, Excel and PowerPoint)
  • Ability to multi-task and prioritize activities, while ensuring a high level of accuracy and attention to details
  • High level of trustworthiness
  • Ability to research, digest, analyze and present materials clearly and concisely
  • Must be a self-starter, able to work independently on projects (often without a lot of direction)

We seek bright, positive and flexible people who also:

  • Act with the highest integrity and professionalism in all their endeavors
  • Think creatively and focus on opportunities for growth
  • Exhibit constant attention to detail
  • Express a strong desire to work in a team
  • Demonstrate the ability and initiative to handle increasing responsibility over time

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