Office Operations Specialist

7 months ago

Melbourne, Australia Skidmore, Owings & Merrill Full time

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm. We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration. Together we can achieve great things.


Success at SOM Means

Ideas: We believe in a meritocracy of ideas. We look to everyone to actively contribute to the discourse in the firm.

Knowledge: We believe that expertise is the result of lifelong learning. We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge. 

Product: We strive for excellence in the concept, quality, and delivery of our work. 

Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work. Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.

Team: We value the power of interdisciplinary integration. A positive team culture in which everyone collaborates openly towards common goals is essential. 

Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.
 

Position Responsibilities

Coordinates and facilitates all aspects of day-to-day office support needs. 

Liaises across Business Operations teams including OT, HR, Finance, Legal, Marketing and Communications, to support the office, firm-wide initiatives, procedures and policies.

Supports OT with on the ground "hands on" assistance with OT-related matters, including assistance with third party OT vendor coordination.

Responsible for the upkeep and maintenance of the common areas, such as the meeting rooms and pantry as well as ordering and maintaining office/pantry supply needs.

Coordinates external guest procedures including conference room set up, liaising with building security and greeting guests upon arrival.

Ensures office space meets SOM standards.

Carries out administrative duties such as filing and copying, etc. as needed to support the office.

Acts as the receptionist for incoming office calls.

Supports employee travel, hotel bookings, visa procurement and expense report assistance.

Assists in organising and scheduling internal team meetings and events.

Provides administrative support to the senior management as needed.

Assists with data entry and records management.

Assists with the onboarding/offboarding processes of employees.

Manages the local office operations annual budget.

Performs other ad-hoc administration duties for management and support employees as required.
 

Minimum Qualifications

Bachelor’s degree preferred.

Minimum of 3 years of office operations or executive administrative experience or equivalent knowledge, skills and abilities.

Excellent written and verbal communication skills.

Detail-oriented, proactive and capable of effectively managing and prioritizing multiple tasks and projects.

Excellent relationship building with the ability to provide exceptional employee service.

Ability to exercise good judgment and maintain strict responsibility.

Ability to be proactive and work with minimal supervision.

Demonstrated proficiency with applications such as Google Suite, Word, Excel & Powerpoint.

Adobe Suite/InDesign proficiency preferred.

SOM offers opportunities to work on transformational projects, competitive salaries, health insurance, wellness, retirement and financial and other work/life plans.
 

At SOM, we welcome and encourage diversity in the workplace.

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