Sydney Office Manager (12-month contract)

Date: Nov 22, 2021

Location: Sydney, AU

Company: Capital Group

This is a 12-month contract, under agency payroll.

 

Role summary:  Works as a first-level manager. Is responsible for day-to-day operations, including vendor management, budget management, equipment and facilities maintenance, supplies procurement and overall upkeep of a premier work environment. Provides customer service and support to onsite clients and office visitors. Acts as a liaison to company resources beyond Office Services such as Legal and Compliance, GSD, and HR (applicable to EU and Asia only). The Office Manager plays a key role in local leadership groups, including site management committees and Crisis Management Teams (CMTs).

 

Primary responsibilities/essential functions:

  • Acts as the primary manager for the site
    • Chair of the site management committee or coordinates major site decisions through site leadership.
    • Accountable for all areas within managing the facility.
    • Develops and maintains effective professional relationships with key internal/external customers, business units, colleagues and visitors within the local site.
    • With limited direction, proactively identifies, analyzes, and makes decisions to resolve business issues.
    • Escalates issues, as appropriate (i.e. HR, Investment Group, IT, etc.) and communicates with site leadership on any issues that broadly impact the office. Makes recommendations to resolve major business issues.
    • Remains informed and connected to global Office Services practices and implements appropriately and effectively within the local site.

 

  • Leads site response in emergencies
    • Works closely with the Crisis Management Business Continuity (CMBC) Team and assists in the preparation, maintenance, administration, and testing of BC plans.
    • Acts as primary contact for CMBC and directs the response of all BC events. Responds proactively to emergencies, works closely with stakeholders in making decisions that impact the entire site (i.e. decision to close the office, evacuate, relocate).

 

  • Ensures successful office operations by monitoring and maintaining the office environment, building facilities, and IT equipment (IT equipment for EU and Asia only)
  • Manages reception responsibilities including ensuring all calls are answered and redirected promptly and providing backup phone coverage. Anticipates and provides hospitality services to clients, visiting associates, and other guests.
  • Manages meetings logistics for all on-site meetings including but not limited to: meeting room space, meeting equipment, catering, audio-conferencing, video conferencing, and Telepresence (Asia and EU)
  • Manages office safety and security including ergonomic requirements.
  • Purchases and maintains office and pantry supplies.
  • Manages mail and associate services including, milestone programs, research library, and publications.
  • Coordinates facilities maintenance including housekeeping, general repairs and servicing of pantry appliances and office equipment.
  • Coordinates all preventative maintenance and repairs of critical equipment (CRAC, UPS, Security System and CCTV).
  • Primary contact for Capital’s remote IT support team and provides first level IT support including coordinating equipment/software upgrades, IT shipments, and spare inventory (EU and Asia only).
  • Local contact for Capital Group’s sustainability initiatives, including recycling and emissions data reporting as needed.

 

  • Manages vendor relationships through effective contract negotiation, ensuring agreed service levels are attained and provides feedback to vendors.
    • Develops initial contractual agreements, reviews, analyzes and negotiates contract changes with both internal associates and with external vendors, taking into account budgets, costs, and changes to scope.  Minimizes risk and resolves issues.
    • Partners with Strategic Sourcing and Procurement (SS&P) on vendor contracts to ensure compliance with internal standards (where appropriate at local site)
    • Develops, maintains and coordinates vendor relationships.
    • Identifies services requirements, researches alternatives, recommends services or product for procurement and may process requisition.
    • Reviews invoices, verifies work completed, services or goods provided in order to process payment.
    • Reviews and resolves standard building issues with building landlord and government bodies/authorities’ requirements.

 

  • Receives, verifies, and tracks vendor invoices and payments.
    • Facilitates the local administration of petty cash (where applicable), office credit card, vendor payments, and regulatory matters.
    • Sends necessary documentation to Accounts Payable for uploading and payment.
    • Scans invoices into database as needed.

 

  • Cost tracking and /or managing the site budget.

 

  • Keep abreast of internal administrative policies, practices and guidelines (WebEx, Videoconference and telepresence technology, travel and expense guidelines, Office Services processes).

 

  • Identifies opportunities to improve work processes/flow in order to leverage own and department’s workload.

 

  • Provides visitors’ support, including but not limited to: assigning visitor offices, scheduling meetings, reserving meeting rooms, making meal reservations, and booking car transfers (Asia and EU only)

 

  • Partner with HR and GSD to prepare and coordinate requirements for new hires and departing associates (work space, IT equipment, security access, office supplies, printed stationery, and a brief orientation on day one for new hires).

 

  • May provide event planning support to coordinate, plan, and execute a variety of meetings and events (e.g. client meetings, corporate events, summer/winter socials, and office retreats).
    • Selects appropriate venues for event, arranges transportation, meals, manages invitation and responses, execute events, and manages on-site issues.

 

  • May perform and/or assist in the administration of HR and compliance-related matters, including but not limited to (Asia only):
    • Preparation of visa letters for visitors
    • Liaises with relevant government agents and consultants on tax, auditing, and social security regulatory issues.
    • Maintains a close relationship with labor unions and manages requirements from labor agreements.

 

  • Performs additional responsibilities as assigned.

 

Skills/qualifications:

  • Demonstrates ability to coordinate work among external third parties and internal functions.
  • Demonstrates sound judgment in resolving matters of moderate complexity.
  • Demonstrates initiative by identifying issues and recommending solutions.
  • Demonstrates effective written and oral communication skills with a diverse group of associates, senior business leaders, and a diverse group of individuals outside the organization.
  • Demonstrates effective and professional service orientation and builds appropriate rapport with internal and external contacts.
  • Demonstrates ability to plan processes and work for a group or team to assure work is completed in a timely manner.
  • Demonstrates ability to effectively plan and manage the work of others.


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