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Workplace Coordinator

3 months ago

Sydney, Australia Rest Full time
Job Description

  • Be involved in more
  • Work with purpose in a leading industry fund
  • Growth and development opportunities

About Us

Established in 1988, Rest is one of Australia’s largest profit-to-member superannuation funds.

We support nearly two million members, with around $75 billion of funds under management and are recognised as a responsible investment leader*. We believe when members understand and engage with their super, they’re more likely to get a better retirement outcome.

Everything we do at Rest is underpinned by our values and behaviours, we want to Be Daring, Keep it Simple, Take Action and Have Grit. To put it simply we want our people to thrive and love the work they do.

About the Job

The primary purpose of a Workplace Coordinator is to ensure the smooth operation and maintenance of office facilities and support services, enhancing the efficiency and productivity of the workplace. This role involves managing concierge services, coordinating internal events, maintaining workplace standards, supporting safety and security measures, and providing administrative assistance to various teams. The Workplace Coordinator acts as a key point of contact for staff and visitors, ensuring a high standard of service and effective communication across the organisation.

General Office Responsibilities

  • Provide reception services, including greeting clients and managing meeting rooms including preparing meeting room presentation/cleanliness, particularly for external and major internal meetings.
  • Manage bookings for meeting rooms and support basic AV troubleshooting.
  • Assist in coordinating internal events and visitor management, including registration and pass auditing and arranging catering and set up and pack away where required (i.e. monthly morning team meetings).
  • Liaise with stakeholders to understand VIP, board, and leadership meeting schedules, and maintain a presence during these events.
  • Collaborate with vendors (e.g., building management, cleaning services) to ensure event requirements are met.
  • Occasionally work extended hours to support major functions/events.
  • Manage escalations promptly and effectively.

Workplace Maintenance and Support

  • Replenish staff kitchens and maintain par level of consumables.
  • Ensure cleanliness and tidiness of kitchens, utility areas, and general office spaces including following in-office events.
  • Assist with ordering stationery and kitchen supplies.
  • Conduct weekly building inspections to maintain high standards and report any issues.
  • Conduct induction tours for new hires, including emergency evacuation procedures.
  • Act as a Warden to support emergency control responsibilities.
  • Support workplace health and safety (WHS) systems, including inspections, maintaining first aid supplies, and attending WHS meetings.
  • Maintain knowledge of mail processes and assist with incoming item distribution.
  • Assist with courier bookings and ensure site SOPs are regularly updated.
  • Continuously improve processes for handling requests and directing stakeholders.
  • Ensure tasks are managed within agreed timeframes and procedures are followed.
  • Maintain a strong working knowledge of key contacts to address client requirements.
  • Assist with invoice processing and provide administrative support as needed.

Team Engagement and Collaboration

  • Deliver a high standard service culture to ensure Workplace team commitments are met or exceeded
  • Provide ongoing support to the national workplace team including contributing to the development and updating of national workplace procedures and policies, and communicate any proposed changes promptly and effectively
  • Participate in regular 1:1s with your manager and attend extended team meetings/workshops as required.

Qualifications

About You:

You enjoy the daily interaction with your colleagues in an office environment - knowing that your contribution matters and is appreciated.  Naturally curious - you see where improvements and efficiencies can be made. 

Qualifications

  • Strong customer service skills delivered at a corporate site
  • Extensive general office administration experience
  • Strong interpersonal, written and verbal communication skills
  • Proficient in all Microsoft Office applications with advanced skills in Excel & MS Word
  • Ability to multi-task
  • Strong time management skills
  • Exposure to Facility Management Services
  • Stakeholder management experience

Required experience, understanding or credentials including:

  • Professional verbal and written communication skills
  • Ability to multi-task
  • Ability to work autonomously
  • Must have strong time management skills
  • Strong administration and PC skills (Word, Excel)
  • Self-motivated and flexible


Additional Information

Benefits

Our benefits have been designed so you can tailor your experience with us and include:

  • Personal and professional development opportunities 
  • Purchase leave scheme and gender neutral 16 weeks paid parental leave 
  • Super Contribution Continuation for 12 Months of parental leave 
  • Meeting free breaks (Rest Stops) 
  • Income Protection Insurance 
  • Rest Excellence awards (peer recognition awards based on Rest’s values and behaviours) 

If you share our values, believe you can help make a difference for our members and want to be part of a leading superannuation fund with a Super culture, please click Apply Now.

Rest is committed to creating a flexible work environment and culture that embraces diversity, equity, and inclusion - where people feel welcome, safe to be themselves and inspired to do their best.

We value the different backgrounds, lived experiences and abilities our diverse team brings. We welcome and encourage applications from candidates of all ages, cultural backgrounds, faiths, gender identities, sexual orientations and thinking styles. This includes people with disability, neurodiverse individuals, Aboriginal & Torres Strait Islander peoples and those with disrupted work history due to career or other breaks.

Please note only people with the right to work in Australia will be considered.

*Funds under management as at 30 June 2023. Rest is recognised as a Responsible Investment Leader by the Responsible Investment Association Australia (RIAA) in its Responsible Investment Benchmark Report 2022.

Rest will review applications prior to the closing date and may close the role earlier