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Job Title Office Manager
Job Location Perth
Job Type Business Services
Country/Territory Australia
Region Asia Pacific
Description

Job requirements

This job description provides an overview of the main responsibilities required of an employee in the role of Office Manager in the Perth office. This hands on role involves coordinating front-of-house Reception, ensuring the office is operating smoothly, assist with the procurement of general office equipment and ensure all administrative policies and procedures are being followed.

This role reports to the Facilities and Administration Manager (APAC).

Key responsibilities

Administration

  • Ensure all Facilities and Administration policies and procedures are being followed in the office;
  • Updating and maintaining Condeco;
  • Mail distribution, lodgement and organisation of couriers;
  • Manage and reconcile the Perth office debit card.
  • Managing archiving policy and processes including assisting with lodgement, collection and destruction of files;
  • Set-up of new starters for Perth which includes:
    • Entering new starter information into the office services tracker
    • Ordering security passes and business cards;
    • Training on Condeco;
    • Ensuring offices are set-up with relevant equipment (Hotbox) and locker;
    • Assisting IT with new starter laptop remote set up and equipment.
    • Arranging corporate photos;
    • Complete Facilities Induction.

Reception

  • Ensure that core tasks are being actioned, policies and procedures are rolled out and followed locally with a high standard being maintained;
  • Oversee the front-of-house and ensure all tasks are completed efficiently, that reception and meeting rooms are always presented clean and clear;
  • Ensure that reception is open during office hours and signage for doorbell is visible.
  • Man the reception desk as required when guest arrive in the office.

Catering

  • Ensure that the National Catering Policy and Procedure is being followed and that approved vendors are being used;
  • Assist as required with ordering catering for events.

Events

  • Provide support to the Events Manager with the coordination and execution of local events. This includes providing event support throughout the function which may include working outside of business hours;
  • Arranging name-tags and collating printed material;
  • Regular stock take of event related printing and merchandise;
  • Prepare meeting rooms for events.
  • Liase with building management and guests when required for access to the building and escorting to and from the tenancy.

Facilities

  • Marinating a good working relationship with Building Management and distributing relevant information about the building works to the Firm when required;
  • Regularly check the tenancy to ensure that offices are:
    • Clear and clean;
    • All hardware such as desks, chairs and shelves are appropriately allocated and in working order;
    • Ensure desks and offices are clear and clean as part of our agile working environment;
    • Placing any orders for equipment that is required through the Facilities & Administration Manager (APAC) and IT;
  • Ensuring a safe working environment by regularly inspecting the premises for workplace health and safety issues;
  • Regularly inspecting the premises for damage and liaising with Building Management and/or third party contractors to attend to repairs and maintenance issues;
  • Maintaining the office floor plan and Perth directory;

Procurement

  • Ensure only authorised vendors are being used to procure goods and services;
  • Ensuring the office is always stocked with stationary, kitchen and general office supplies;
  • Reconcile invoices ensuring that charges are correct and goods have been received;
  • Approve and allocate tax invoices to the correct cost centres on Chrome River;

Security

  • Manage allocation of security passes and the security pass system to ensure that all security passes have been allocated and any lost or stolen passes have been cancelled;
  • Carry out regular security pass audits (quarterly);
  • Report any security related issues such as broken locks or doors to the appropriate vendor to be addressed;
  • Provide Global with monthly security reports;

WH&S

  • Ensuring local and Australian offices are compliant with workplace health and safety requirements which includes:
    • Maintaining an up-to-date First Aid Certificate;
    • Ensuring local and national emergency evacuation procedures are compliant and that all employees are aware of the procedure and who the fire wardens are;
    • Review and designation of fire wardens regularly;
    • Arranging ergonomic workstation assessments as instructed by HR as required;
    • Regularly update and review workplace health and safety procedure.
  • Complete and manage Fire Warden training through Building Management;
  • Ensure all WH&S posters are up to date.

National support

  • Provide support with managing the national travel database including liaising with our Corporate Travel Manager (TMC). This includes providing support to travellers when required and working with the firms TMC to obtain reports or gather other information required by the firm;
  • Provide support with managing the subscription data base with Prenax. This includes regular audits processing and cancelling subscription requests and reconciling and processing invoices;
  • Assist with managing the Uber for business account as required. This will involve monthly audits of our account, identifying and addressing any breaches of policy and reconciling and processing invoices;

Other Responsibilities

  • Action any tasks requested by the Facilities & Administration Manager (APAC);
  • Assist with the interview process for new members of the facilities team.
  • Manage procurement of artwork for the Perth office;
  • Be part of Clyde & Co CASSC to help organise events for the office such as EOFY party, Christmas party and encourage a positive and friendly workplace.

When you work at Clyde & Co, you join a team of 490 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide.Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one,excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering, and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

For more information, please visit www.clydeco.com

We offer a range of tailored benefits and support, including discounted private health insurance, first class family leave offering, and wellbeing initiatives.

Clyde & Co is proud to be an equal opportunities employer. Our core values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.

Please take a moment to read our privacy notice carefully. This describes what personal information Clyde & Co (we) may hold about you, what it's used for, how it's obtained, your rights and how to contact us as a data subject. If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice .