Office Coordinator

3 months ago

Dunedin, New Zealand Oritain Full time

As the Office Coordinator, you will play a crucial role in facilitating the smooth operation of our Dunedin office, providing essential organisational, administrative, and logístical support to ensure the efficient functioning of our daily business activities. You will also provide effective daily administrative support to the senior managers based in New Zealand.

Office Management:

- Oversee day-to-day office operations, including maintaining office supplies, equipment, and facilities.
- Operations; desk management & floor planning, liaising with contractors and suppliers to ensure the smooth running of the workplace.
- Assist with scheduling meetings, conference calls, and appointments.
- Manage and distribute internal communications and office-wide announcements.
- Act as the companies first point of contact and be based at the reception desk.
- Phone calls, enquiries, and requests, and handling them when appropriate.
- Liaising with clients, external service providers, suppliers, and other staff.
- Ensuring there are stocks of office supplies.
- Dealing with all inward and outward mail.

Administrative Support:

- Support senior management and teams with administrative tasks, including preparing documents, presentations, and reports.
- Maintain accurate records, databases, and files.
- Assist in travel arrangements, including booking flights, accommodations, and transportation.
- Assist with expense reporting.

Event and Meeting Coordination:

- Coordinate and organize meetings, conferences, and events, including venue bookings, catering, and audio-visual requirements.
- Prepare meeting agendas, materials, and minutes as required.
- Arrange travel arrangements for attendees when necessary.
- Assist in the planning and execution of company-wide events and celebrations.

Team Support:

- Collaborate with the People & Culture team to onboarding new employees effectively, including preparing workstations, equipment, and necessary documentation.
- Assist in coordinating team-building activities and employee engagement initiatives.
- Support employee recognition programs and initiatives.
- Support marketing initiatives at times when they may need some support
- from time to time you may be required to undertake duties in addition to those outlined but which fall within your capabilities and experience

**Requirements**:

- Proven experience as an Office Coordinator, Office Administrator, or similar role.
- Excellent organizational and time management skills with the ability to prioritize and multitask effectively.
- Strong verbal and written communication skills.
- Proficient in MS Office (Word, Excel, PowerPoint) and office management software.
- Outstanding attention to detail and problem-solving abilities.
- Ability to maintain confidentiality and exercise discretion.
- Proactive, self-motivated, and able to work independently as well as part of a team.
- Prior experience in coordinating events or meetings is desirable.
- A positive attitude and a professional demeanour.

**Benefits**
- 35 Days AL including public holidays.
- 2 x Volunteering Leave days.
- Great company social club and culture.

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