Assistant, Office Services - Melbourne, Australia - Wiley

Wiley

Verified Company

Melbourne, Australia

2 days ago

Posted by:

Olivia Brown

beBee Recruiter

Description

Location:
Melbourne, Australia

Work Type:
Part-time (Tuesday & Wednesday on site is preferred)

Our mission is to unlock human potential.

We welcome you for who you are, the background you bring, and we embrace individuals who get excited about learning.

Bring your experiences, your perspectives, and your passion; it's in our differences that we empower the way the world learns.

About the Role:

The Office Services Assistant, Australia is responsible for the day-to-day operations of the Wiley facilities located in 2 cities across Australia.

This office-based position is based in Melbourne and supports the Brisbane office on a remote basis.

Wiley Australia Office Services is part of Asia Pacific regional team and is part of the larger global organization known as Real Estate and Workplace Services.

Key responsibilities include managing our Australia service office providers to ensure our offices are properly maintained by our vendors. These activities include managing vendor relationships, housekeeping, pest control, HVAC cooling, lighting, pantry services, etc. Other critical processes include invoice management, office-asset management, travel services, postage & mail, and records management.

This position will work independently and will support Wiley Australia colleagues in their workplace requirements to provide a seamless and efficient service across both Melbourne, Brisbane and Sydney.

How you will make an impact:

1. ON-SITE FACILITIES
Manage service relationship between Wiley and Service Offices (JustCo Melbourne, WeWork Brisbane), including but not limited to the following:

Liaison admin team on premises-related issues.
Ensure meeting rooms and desks are hygienic and ready to use.
Ensure pantry and office supplies are stocked from service office and other vendors.
Arrange maintenance for Wiley office equipment, fridge, air purifiers, phone booths, hand sanitisers.

2. MAIL AND COURIER SERVICES

Sort and distribute incoming mail, both external and interoffice.
Collect and process outgoing mail, both external and interoffice.
Organise local, interstate and international couriers.
Provide couriers with appropriate cost codes where necessary to allocate the invoice charges. Reconcile and code courier invoices.

3. ePROCURE

Process all Australia RE/WS vendor invoices in eProcure including but not limited to the following:
Submit vendor requests in eProcure for new suppliers/vendors.
Create purchase orders in eProcure according to policies.
Provide appropriate instructions to vendors for submission of invoices in eProcure e.g. cost coding details, billing names etc.
Process invoices in eProcure in a timely manner, attach supporting documents and cost centre managers in the approval flow.

4. ARCHIVING/OFF-SITE DOCUMENT STORAGE

Administer the offsite document archiving system for the Brisbane and Melbourne offices. Maintain the archives database.
Identify expired archive boxes annually; arrange destruction with supplier

What we look for:

Experience of working in Facilities Management in a corporate environment
Proficiency in Microsoft Office suite of products. Intermediate level of Outlook, MS Word and Excel.
Excellent written and spoken English

About Wiley:

Enabling Discovery, Powering Education, Shaping Workforces.

We clear the way for seekers of knowledge: illuminating the path forward for research and education, tearing down barriers to society's advancement, and giving seekers the help they need to turn their steps into strides.

Wiley may have been founded over two centuries ago, but our secret to success remains the same: our people. We are willing to challenge the status quo, move the needle, and be innovative. Wiley's headquarters are located in Hoboken, New Jersey, with operations across the globe in more than 40 countries.

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