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.
We offer a range of tailored benefitsand 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.
