Office Administrator

Position Overview: 

We are seeking an experienced Office Administrator in Sydney who be fully responsible for the management of the day-to-day operational needs. This person will manage the office and facilities operations of a dynamic and growing workplace. The position will require knowledge of general administration, procurement, facilities repair & maintenance, vendor management, environmental & safety, housekeeping, invoice processing. The Office Administrator will report to Office Manager based in Singapore while maintaining strong working relationships and accountability with local leadership.

Specific responsibilities include (but are not limited to):

• Act as single point of contact for all office administration and facilities repair and maintenance.
• Greet employees, visitors and guests
• Manage vendor relations and address issues and concerns with vendors
• Maintain all office equipment to ensure everything is running smoothly, and help set up equipment i.e. AV, zoom meeting when needed
• Ensure the office, including conference rooms and pantry area are clean and orderly
• Purchase and invoice the office supplies, mail/courier services, pantry supplies, etc
• Perform new-hire orientation, staff onboarding / offboarding process, set up workstation & laptop, assign locker and prepare employee name badges & business cards
• Liaise with Building Management to perform general office facilities maintenance and repairs
• Coordinate and manage office renovation / densification projects and assist in supervising contractors’ work performance
• Manage all office-related invoices and liaise with US Finance Team for invoices settlement
• Support team with general documentation and filing
• Arrange flight, hotel and travel document subject to global travel guidelines if required
• Organize and manage company engagement activities (i.e. Town Hall, off-site meetings, festive party, etc)
• Collaborate with other teams (e.g. Finance & Accounting, Procurement, Legal & Compliance, IT, HR) as needed
• Arrange fire drill and necessary health and safety initiatives according to global standard
• Partner with Helpdesk on IT-related topics
• Perform additional ad-hoc tasks and initiatives assigned by the Office Manager or Global Facilities Team

An ideal candidate will have the following:

Candidates must have a clear track record of excellence in several categories, including: teamwork, professionalism, communications, multi-tasking, organization and client service.  Candidates should also possess:

• A College degree is required & equivalent of 2-3 years’ experience in general office administration
• Excellent interpersonal skills with ability to build relationships at all levels
• Self-motivated and attention to details
• Superior written and verbal communication skills
• High energy and an ability to succeed in a fast-paced high demand role
• Ability to multi-task and prioritize
• Team player with ability to work independently
• Demonstrate proactive and adaptable approach to work
• Roll up your sleeves and get the job done attitude
• Self-starting capabilities and ambition to move forward and up
• Ability to pivot quickly and effectively
• Comfortable in a fast-paced and dynamic environment, previous experience in multi-national companies preferred