9 - Office Manager and Receptionist at Fin Design + Effects - Sydney

4 months ago

Sydney, Australia Fin Design + Effects Full time

Fin Design + Effects is an award winning design and VFX house established in 2001. With studios in Sydney, Melbourne, and Ballina, Fin is one of the best independent VFX studios in Australia. Our work spans from high-end commercials to blockbuster feature films and TV series. 

Position Overview: 

The Office Manager and Receptionist is a studio based, dynamic dual role responsible for managing the front desk and providing comprehensive administrative support to ensure the smooth operation of the VFX studio. This position requires exceptional organisational skills, a keen eye for detail, and the ability to handle multiple tasks simultaneously. 

We are looking for someone with previous experience in a similar capacity, who will embrace the role and grow with the company in the long run. 


Our Offer to You: 

  • Competitive salary and benefits package.
  • The opportunity to join a growing, independent, and vibrant multi-award winning studio based in Surry Hills, Sydney.
  • Work with a global team of talented artists, producers and technicians.
  • Opportunity to work in a dynamic and creative environment.
  • Career development and growth opportunities.
  • Collaborative and inclusive company culture.
Key Responsibilities:
  • Reception Duties:
    • Greet and welcome visitors, clients, and staff with a friendly and professional demeanour.
    • Answer, screen and forward incoming phone calls and emails, take messages as necessary.
    • Handle incoming and outgoing mail and deliveries.
    • Maintain a tidy and welcoming reception area.
    • Manage visitor logs and issue visitor passes as needed.
  • Office Management and Administrative Support:
    • Oversee day-to-day office operations, including maintaining office supplies, equipment, kitchen stock, Bathroom and place orders on a regular basis and when necessary.
    • Ensure the office environment is clean, organized, and conducive to productivity.
    • Liaise with building management and service providers for any maintenance or repair issues.
    • Manage studio calendars and booking schedules. Schedule and coordinate meetings and appointments.
    • Assist with travel arrangements and accommodation bookings.
    • Oversee the maintenance and cleanliness of common areas, including the kitchen, common space, meeting rooms, artists space and bathroom restock.
    • Assist with onboarding new employees and coordinating desk setups.
    • Organise and manage Hot Desks bookings for staff on a regular basis.
    • Provide administrative support to senior management and staff as needed.
    • Coordinate and manage office projects and studio initiatives, including setting up new offices, office moves, etc. 
  • Client and Vendor Services
    • Assist with client hospitality, including arranging refreshments and catering.
    • Ensure clients and visitors have a positive experience from arrival to departure.
    • Support the coordination of client meetings and presentations.
    • Assist with client onboarding and studio tours.
  • People + Culture Team Assistance
    • Assist with recruitment, onboarding, and training of new employees and interns.
    • Maintain employee records and manage HR-related documentation.
    • Support employee engagement and wellness initiatives.
    • Support internal communications and team-building activities.
    • Coordinate and support internal and external events, such as wrap parties, screenings, industry mixers, end of year celebrations. 
  • Office Expense Management
    • Monitor and manage day-to-day office expenses and monthly office budget.
    • Follow up with office related invoices, track expenses, and ensure timely payment of bills.
    • Coordinate with the finance department for office related expenses and reporting.
  • Compliance, Safety and Security
    • Ensure the office complies with relevant workplace health and safety regulations.
    • Implement and uphold health and safety policies and procedures for the Sydney Office.
    • Implement and monitor office security policies and compliance procedures.
Qualifications
  • Education: Bachelor's degree in Business Administration, Management, or a related field preferred.
  • Experience: 2-5 years of experience in office management, reception, or a related administrative role. Experience in a creative/VFX/software development environment is a plus.
  • Skills:
    • Strong organizational and multitasking abilities.
    • Excellent written and verbal communication skills.
    • Proficiency in office software (e.g., Slack, Google Workspace, Adobe Suite).
    • Basic understanding of financial management and budgeting.
    • Ability to work independently and as part of a team.
Personal Attributes
  • Detail-oriented and proactive.
  • Strong problem-solving skills.
  • Professional demeanor and positive attitude.
  • Ability to handle confidential information with discretion.
  • Excellent interpersonal skills and ability to work with diverse teams.
Work Environment
  • This position is performed in a studio setting 5 days a week. 

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