Senior Office Coordinator

• Workplace Services

Location

• Sydney

Job type

Permanent

What You'll Do

• Manage all sites (Sydney and Melbourne) in assigned portfolio
• Prepare and maintain facilities records/reports
• Assist in developing and administering annual Facilities operating budget
• Ensure accuracy of vendor invoices and that all vendors send in their invoices and are paid on time
• Negotiate all facilities service contracts to maximize cost effectiveness
• Partner with onsite Security vendor to ensure the safety of all our employees
• Lead and oversee all facilities vendors (such as pantry, cleaning, repairs and maintenance team) onsite
• Manage MEP vendor to ensure preventive and emergency maintenance of facility equipment, including but not limited to HVAC, lightings, plumbing and kitchen appliances
• Respond to emergencies, facility alarms and system failures through a robust emergency escalation plan
• Responsible for fire protection, which includes fire warden training hosted by the landlord, reviewing of emergency evacuation plan and fire safety induction for all employees
• Ensure compliance with local health and safety standards and industry codes
• Handle and resolve all GWS tickets through our Jira system in a timely manner
• Ensure all site documentation is in place, including O&M, floor plans, and playbooks
• Manage space planning which includes updating of floor plans and seating plans
• Coordinate office moves, set up of new offices, and re-shuffling of existing offices
• Organize and maintain inventory of pantry and office supplies
• Maintain upkeep of the office, including kitchen, pantry, storage rooms and cupboards
• Conduct and document regular facilities inspections and audits
• Coordinate onsite events, ensuring hosting employees are following protocol
• Implement best practice processes to increase efficiency
• Collaborate with cross functional teams such as Security, HR, IT and Workplace Build, and local stakeholders to ensure office needs are met
• Collaborate with HR and IT to onboard new employees and ensure they are set up on Day 1
• Offboard employees leaving the company
• Be an Ambassador of our CommunityX Team, and create quarterly experiences for employees to come together through fun activities

Who You Are

• You have at least 3-5 years of experience in a similar role
• Excellent verbal and written communication skills, proficiency in English
• You are passionate about workplace experience and our people
• Have some experience in event or project management and expertise in the Australia market
• You have excellent social skills and an ability to remain calm in challenging situations
• You have good time management skills and a can-do-attitude
• You are able to prioritize and multitask - you are able to field a heavy volume of requests at once without compromising quality
• A team player—no matter how small the task may seem, you complete it with grace and a good attitude
• You are tech savvy, proficient in Google Suite, Coupa, Concur, Workday, JIRA and able to learn and pick up new applications quickly

Where You'll Be

• You will be based in our office in Sydney, Australia

Our global benefits

Extensive learning opportunities, through our dedicated team, GreenHouse.

Flexible share incentives letting you choose how you share in our success.

Global parental leave, six months off - fully paid - for all new parents.

All The Feels, our employee assistance program and self-care hub.

Flexible public holidays, swap days off according to your values and beliefs.

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