Office Coordinator
Warner Bros.
Sydney, NSThis was removed by the employer on 4/1/2021 10:47:00 PM PST
Not to worry we have many other jobs on the site;
Browse all jobs
Browse the Studio Facilities/Equipment Category
Browse the Studio Category
Search for Office Coordinator jobs in Sydney-NS
Search all Office Coordinator postings
Full Time Job
Office Coordinator (Sydney)
Primary Purpose of Position:The Office Coordinator will act as the key contact for all staff and contractors and ensure the effective and efficient office and facilities operations of the ITVP business including Level 7, Ernest Street office and any other Production office as required.
Position Responsibilities
GENERAL ADMINISTRATION
• Act as the key point of contact for Building Management, cleaners, trades people and contractors. Ensure escalation of any issues are done in a timely manner.
• Proactively maintain the efficient operation of the WB Production office – addressing functional or other needs of the day to day running of the office.
• Liaise and work closely with WBEA Receptionist on Level 6 on any external contractors, large deliveries, couriers etc.
• Tracking/distribution of all security fobs/access for Level 7 and Ernest Street and keep the current fob database up to date.
• Keep all parking allocations are accurate and appropriate to lease agreement and ensure signage is accurate and up to date with current registration numbers (Oversee parking log, access and fobs per WBITVPA policy).
• Manage the bookings for the Ernest Street Boardroom.
• Act as the key point of contact for all facilities-related invoicing (this includes coding numerous statements, month to month invoices and any one-off invoices).
• Assist the Executive Assistance in organising monthly events.
• Keep the utilities room, boardrooms and other shared spaces neat and tidy.
• Mail collection and distribution across all Production offices and locations.
• Maintain office kitchens including ordering of supplies and general cleanliness (including regular loading and unloading of dishwashers during the day).
• Ensuring the offices are running in accordance with the WBITVP green initiative. Actively review practices and suggest improvements.
• Ensure the offices are running in accordance with any other WBITVP policies as directed from time to time.
PRODUCTION REQUIREMENTS
• Support the Ernest Street office space allocation at the direction of the Operations Team, ensuring spaces are set up prior to production starts.
• Assist in managing production office setups and movements (e.g., from a third party location back into Ernest Street) including organising movers, coordinating IT or other operational requirements, organising furniture or utilities.
• Manage external storage facilities as required. Work with Production Supervisors on maintaining storage logs, minimizing unnecessary storage and sourcing and setting up new storage facilities if required.
• Managing corporate and production assets including signing in and out to productions and maintenance.
BUILDING & OFFICE MAINTENANCE
• Top up Level 7 and Ernest Street printer supplies and toners as required.
• Ensure all office equipment is functional and fully maintained.
• Coordinate with vendors for general office maintenance such as cleaning, pest control, confidential document and media destruction, document archiving, air conditioning, plumbing, furniture, fixtures etc. etc.
• Monitor and maintain stationery, office, printer and kitchen supplies making orders as required for both offices.
• Report faulty or broken equipment such as dishwashers and printers to relevant supplier or building management. Notify Building Manager / Strata for any maintenance or issues such as lighting repairs, general plumbing and toilets in a timely manner.
• Running office errands (e.g. post office, trips to Officeworks, Kmart, off site storage Artarmon etc.).
• Continually look for office maintenance efficiencies and review all supplier contracts on a regular basis (in regard to best service and cost).
• Ensure supplier agreements meet the needs of the business and are cost effective. Ensure continual feedback is given to vendors.
WORK HEALTH & SAFTEY
• Assist with maintaining WH&S standards for level 7 and Ernest Street, ensuring compliance with all company policies and procedures and reporting any breaches.
• For level 7, ensure volunteer fire wardens and first aid contacts are kept updated.
• Ensure adequate number of fire wardens and first aid contacts are based in Ernest Street throughout the year.
• Act as point of contact for Building Manager / Strata regarding fire and evacuation drills and notify HR Director and Head of Commercial, Production and Operations as needed.
OTHERS
• Work closely with Level 6 Receptionist as required.\
• Work closely with HR and IT to ensure new starter requirements are met.
• Continually review and identify possible facilities efficiencies.
Work Experience
• Minimum 2 years experience working in a facilities or office support role.
Knowledge/Skills
• Clear written and verbal communication skills with excellent professionalism and manner.
• Customer service orientated with proven experience dealing with multiple stakeholders.
• Proactive, can-do and solutions focused manner to ensure all office needs of all internal and external stakeholders are exceeded.
• Good team skills to work effectively with staff in various divisions.
• Natural drive, eagerness and initiative to find answers to resolve problems or troubleshooting issues.
• Proficiency in MS Word, Outlook, Excel and Google Docs.
• Excellent attention to detail with high level of accuracy under pressure.
• A strong team player who contributes to an environment that embraces constant change and innovation.
• Excellent time management skills with the ability to juggle several business unit responsibilities.
• Continuously seeks ways to improve office processes.
Other Requirements
• Able to work flexible hours when necessary.