Office Management Coordinator

Job description
Office Management Coordinator

Why work for Brennan?

At Brennan, we aim to lead, not follow. One of the ways we do this is through an open diverse culture that values performance, where anyone in the team can bring new ideas to the table and see them thrive. Our people are empowered, unique, considerate, supportive, trusting and accepting being the cornerstone of the business. Because of this approach, we have now become the largest Australian owned systems integrator in Australia.

Brennan offers an excellent remuneration package and benefits including:
• A strong culture underpinned by values that are truly lived every day.
• An environment that embraces learning and development of all employees.
• Flexibility to work in the way that brings out the best in you.
• The ability to do what you love, in an environment that supports you.
• A focus on health and well-being.

The Role:
• As the Office Coordinator, you will find yourself being the first point of contact for the company in our Colombo office where you will provide team, visitor and administrative support across the business.
• This is a role where you will work autonomously to manage the many activities required to make our Colombo office a thriving, efficient workplace.
• Due to the nature of the role, it will be completely onsite 5 days a week, although we apply a flexible approach to enable you to attend to ad hoc personal matters from time to time.

Role Responsibilities:

Visitor and guest relations
• Ensure to maintain reception area tidy and always organized
• Managing access passes for staff and visitors
• Being across all the meetings for the day and knowing when clients and guests will be arriving so that guests are supported; greet all guests, offer beverages for meetings and direct them to the right person/room
• Coordinate with TA team for new starters or interviews and make the necessary arrangements to fulfill.

General administration
• Answering, screening and forwarding general incoming phone calls, while providing basic information when needed; forwarding messages to the appropriate team member when required; making sure the reception phone line is always covered during business hours
• Distributing and, where required, scanning company mail and coordinating all deliveries with couriers, including packing deliveries if required
• Assisting with general administration matters as required

Facilities, event management & transportation
• Maintaining relationships between building management, the building owner & suppliers
• Ensure to organise and maintain the meeting rooms, preparing rooms with water and glasses before external/executive meetings and then clearing up after the meetings
• Supervise to keep canteen clean and tidy, empty and fill dishwashers; restock all items throughout the day; clean the fridge and coffee machine at the end of each day
• Weekly ordering of fruit and grocery supplies for the office, including making sure the fridge is stocked for daily need and other events
• Managing the stock of all other general office items, including kitchen supplies, stationary, kitchenware (cutlery, cups etc) paper towels etc.
• Managing staff charity events or catering as required, including buying and setting up food, drinks, decorations (if appropriate) and catering supplies and informing staff of the events that are taking place via meeting requests
• Supporting the annual marketing event calendar and identifying other opportunities for local, national, or global events
• Organising external events such as the Christmas Party
• Maintaining all confidential documents under lock and key. No documents are left in common area and unwanted documents are shredded on a regular basis. Ensure proper disposal/scrap of shredded paper Addressing any office maintenance issues
• Taking care of transportation roster management for cab, airport transfers as required

Procurement

Order Processing & Stock Management
• Placing orders & managing supplier queries, comparing quotes
• Managing the warehouse/stock room, including receiving, dispatching, inventory management, client and supplier loan assets
• Maintaining data and assisting with regulatory audits related to ISO and financial audits Managing backorders & following up with suppliers for outstanding items Provide ETA’s and backorder reports to clients as required
• Submitting RMA’s and managing the product return process, Warranty lodgement & registrations
• Vendor Management & Administration

Work Health & Safety
• Representing the Colombo office on the Brennan Workplace Health and Safety (‘WHS’) Committee, raising WHS hazards and issues, completing office assessments, tagging and testing equipment, assisting with any incident/accident investigations and other general WHS duties
• Fulfilling First Aid Officer and Fire Warden responsibilities (subject to appropriate training)
• Keeping the First Aid kit fully always stocked as per our WH&S requirements
• Fire extinguishers are refilled on regular basis and required test are conducted to ensure all equipment’s are in proper working condition

Key Competencies and Qualifications Required:
• 2+ years of experience into Office administration in a similar role
• Exceptional communication skills in English
• Knowledge in MS Office Suite
• Any Business Administration related degree
• Ability to manage multiple tasks and responsibilities simultaneously
• Ability to work independently and as part of a team with minimal supervision
• Basic understanding of finance and budget management processes

Brennan is an equal opportunity employer.