Team Assistant - Sydney, Australia - Hines

Hines

Verified Company

Sydney, Australia

2 weeks ago

Posted by:

Olivia Brown

beBee Recruiter

Description

Overview:

When you join Hines, you will work among innovative leaders who set the standards responsible for our reputation as an industry leader and you will continue to shape our future in the years to come.

Responsibilities:

Hines is seeking a highly organised and proactive Office Manager & Team Assistant to join our vibrant, dynamic, and innovative team in Sydney.

Working alongside the Executive Assistant, you will play a crucial role in supporting the Sydney team and ensuring that the office operations run smoothly on a day-to-day basis.

This role plays an integral part in the business, providing comprehensive administrative and operational support to the Sydney based teams, enabling them to focus on their core responsibilities.

Responsibilities include, but are not limited to:

Office Management_
Maintain office facilities and functionality, and coordinate with building management as required, including overseeing our tenancy agreement
Serve as primary point of contact for all employees regarding facility related issues and concerns
Coordinate the onboarding process of new joiners (working with Hines HR team and IT team for equipment ordering and setup)
Coordinate attendees and facilities for meetings (e.g. room bookings, video conferencing, catering etc.)
Coordinate travel arrangements including flights, accommodation, car transfer, visas, and any other travel documentation
First point of contact for visitors when they arrive at the office and overseeing all guest welcome duties including greeting guests, directing visitors and clients to appropriate staff
Accept and sort mail packages and sending mail and shipments
In collaboration with IT and Finance, supervise the maintenance and inventory of the office IT Equipment
Coordinate the expansion / reduction or modification of office space
Monitor and order office supplies i.e. stationary, consumables, IT and office equipment
Coordinate the distribution of Office Management information to internal parties as required
Collaborate on projects and events between Sydney and Melbourne offices
Admin Assistant_
Compile, collate and distribute agendas, reports, action items and papers to various parties in preparation for meetings
Expense management for the team including reconciling monthly expenses in Expensify, processing invoices, credit card transactions and supplier payments
Assist with corporate and project level expense management and payments processing from time to time as required
General administration duties as requested, including administration and calendar support to the BTR, Industrial, Finance, and Construction teams
Support the Executive Assistant to establish, implement, and coordinate office operations, procedures and practice
Assist in the preparation, formatting and amendment of draft material and correspondence including memos, reports and presentations when required

Qualifications:

Minimum Requirements include:

Five or more years' experience, in a similar office management / admin support role
Assisting in maintaining a positive culture and employee experience
Exercise discretion and maintain confidentiality
Exceptional communication and interpersonal skills
Able to work as part of a team and to complete duties without close supervision
Highly organised
Ability to remain calm under pressure
Ability to build relationships with colleagues at all levels of the organisation
Strong client orientated approach
Willingness to take a proactive approach to general office duties
Ability to multitask with a strong attention to detail
Able to take initiative, solve problems and adapt priorities as required
Intermediate/Advanced software knowledge with a Focus on Microsoft Suite including Outlook, Word, PowerPoint, and Excel & PowerPoint
Positive and cando attitude
A passion for doing good to local communities and initiating team projects