Manage smooth day to day running of the office facilities in Sydney such as:
- Effective running of the Facilities Services function for our office located in a multi tenanted building.
- Responsible for the reception duties such as:
- Ensure efficient handling of calls, taking messages and managing visitors.
- Issue access passes/access cards to new employees and NICE visitors following NICE Security Policy procedures.
- Manage the parking allocation.
- Ensure time delivery of Mail & Courier services.
- Space management and internal moves. Maintain monthly report on the occupancy status.
- Conduct routine maintenance and repairs for the office equipment and upkeep.
- Act as key point of contact with cleaning company and other key personnel in the multi tenanted building including security, ground floor reception, contractors and engineers.
- Implement office processes and procedures in line with NICE global policies and requirements.
- Coordinate bookings of large office meetings, trainings, catering, and office events
- Carry out the New Starter Induction process for all new employees starting in Australia, ensuring a smooth transition.
- Identify and evaluate suppliers for office equipment (working closely with the Purchasing department) as due diligence to ensure that stocks are maintained for stationery and pantry services.
- Liaise with Accounts Payable Department for office related invoice payments.
- Ensure Health and Safety standards are fully implemented and maintained and to act as Health and Safety Incident Control Officer for all emergency situation.
- Organise and update Fire Wardens and First Aiders as necessary and organize mandatory training.
Manage smooth day to day running of the meeting room facilities in Melbourne:
- Liaise with the shared office space provider for meeting room requirements.
- Update list of employees required to access the meeting rooms.
- Monitor and update the utilisation of the meeting room used by NICE employees.
- Report the weekly utilisation trend to NICE employees and Real Estate team.
- Validate and submit the invoices for payments on time.
Additional Duties:
- Support new hire on-boarding process.
- Support HR with
- Employee onboarding and exit process.
- Employee welfare events and activities.
- Support Travel desk with new employee’s queries related to travel reimbursement and BizDoc
- Support local MD on-site with administrative tasks.
- Managing the calendars.
- Setting up meetings with the customers.
- Booking travels and hotels through travel desk.
- Submitting expense claims.
- Provide assistance where needed to IT in configuring laptops, sending and ordering laptops and network set-up.
- Provide assistance to Telecom team in managing monthly invoices, mobile asset and data card inventory management, coordinating with vendors to resolve any service issues.
Essential Requirements
- 2-3 years working experience as an Office Admin, managing office with above 30 employees.
- Experience in administration in a global high-tech company – an advantage.
Key Competencies
- Service oriented, supportive and welcoming.
- Ability to interface effectively with different professional focal points within the organization including IT, HR, Finance, Travel and corporate units.
- Highly organized and ability to handle multi-tasking assignments.
- Fluent in English - excellent written and verbal communication skills.
- A team player - excellent interpersonal and communication skills.
- Ability to work under pressure, multi-tasking.
- Full discretion - will be exposed to confidential information.
- Good computer skills including MS Office (Outlook, Word, Excel, PPT)
- Demonstrated ability to work independently.