Jellyfish

Office Manager

Jellyfish

full-time

Posted on:

Location Type: Hybrid

Location: Melbourne • Australia

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About the role

  • Reporting to the People Director, the Office Manager plays a varied role in ensuring the smooth, day-to-day running of the office.
  • Create and maintain a pleasant working environment, ensuring high levels of organisational effectiveness, communication and safety.
  • Have contact with all levels of internal staff as well as clients and visitors.
  • Work part-time from our Melbourne office and remotely supporting Sydney office, also management of shared workspace.
  • Meet and greet all guests and providing refreshments when requested.
  • Manage visitor access and bookings, as well as arranging office inductions for Jellyfish staff.
  • General administration in relation to the smooth running of the office, including timely responses to queries and requests.
  • Manage maintenance of the office environment, plants and furniture.
  • Ensure compliance with workplace health and safety standards, including fire safety, emergency drills, and DSC requirements.
  • Communicate any relevant information to the office via email/Slack.
  • Liaise with 3rd party companies such as security, reception, cleaning contractors and maintenance companies.
  • Regular food and beverage orders, inclusive of weekly food shop and refreshments for meetings and events.
  • Stationery stock control.
  • Completing daily floor walk to ensure that the office is at its highest standard.
  • Refilling breakout areas when appropriate and ensuring they are kept tidy at all times.
  • Preparing meeting rooms for internal and external use.
  • Ensure that the pantry and storage cupboards are always tidy and organised.
  • Answer phones for the office and provide routine information to callers.
  • Accept, sort and distribute post appropriately.
  • Ensure IT requirements throughout the office are met by liaising with the IT Helpdesk.
  • Support the HR team on the newcomers/leavers process.
  • Ensure building compliances are met and update building management with records monthly.
  • Assisting the Managing Director with ad hoc tasks as required.
  • Ensuring the event schedule is kept up to date with all internal and external events, briefings, workshops, and meetings held in the office space.
  • Organise office access for all event attendees and staff.
  • Arrange access for event deliveries.
  • Booking event space via Google Calendar.
  • Liaise with clients & internal teams to ensure the smooth running of events.
  • Manage event layout by clearing furniture from rooms on request and sourcing storage when needed.
  • Source and organise appropriate catering for events.
  • Source and organise required equipment and entertainment for events.
  • Facilitate company events such as regular internal company updates and breakfast clubs.
  • Ensure IT requirements are met for events by liaising with IT department.
  • Assist attendees with miscellaneous requests.

Requirements

  • A keen interest in office management and administration
  • Excellent time management skills and ability to multitask and prioritise work
  • Strong communication and organisational skills in a fast-paced environment
  • Possesses strong customer telephone and face-to-face skills
  • A friendly and welcoming manner with a genuine interest in people
  • Is confident and has high personal standards
  • Proficiency in G Suite would be an advantage.
Benefits
  • You'll be eligible to join our discretionary annual bonus scheme.
  • Work remotely for up to 60% of your days and shape your day between 8am and 6:30pm with flexible working hours.
  • Accumulate one paid day each month (2 hours per week) for self-development and access to Jellyfish Learn.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
office managementadministrationevent managementtime managementmultitaskingorganisational effectivenesscustomer servicecompliancesafety standardsstock control
Soft skills
communicationinterpersonal skillsleadershiporganisationcustomer telephone skillsface-to-face skillsfriendly demeanorconfidencehigh personal standardsgenuine interest in people