Office Manager

Australia Operations

The role

The office manager is responsible for maintaining a consistently welcoming, inspiring and productive workspace. Managing suppliers and support partners to deliver great service to We Are Social. Supporting the P&C Director to manage onboarding, induction and L&D events and initiatives. Budget management responsibility for projects relating to office management and people and culture initiatives. Must be proactive, detail oriented and adept at prioritising multiple tasks and projects, managing stakeholders at all levels and maintaining a calm and approachable disposition, even in times of stress.

Overall purpose of the role

This is a varied role, with wide ranging responsibility for the smooth running of the office and the remit to make a considerable contribution to the life and work of the agency. As a highly organised individual you take a ‘can do’ and ‘will do’ approach to doing what needs to be done to deliver in this role.

Requirements

The nature of We Are Social’s business requires a high level of flexibility, common sense and versatility. While the specific content of your role is clearly defined, the nature of the demands placed on us means that the role will evolve over time presenting a unique and exciting opportunity for the right candidate to develop their skills, knowledge and understanding of agency life.

OFFICE MANAGEMENT:

  • Contribute to making We Are Social a great place to work by building strong relationships with staff across all departments, providing support in office services and fielding their suggestions to improve our shared space.
  • Consideration, planning and management of the environment our staff & clients experience when they visit our office, from their welcome when they arrive, through to meeting room set-up, catering, AV equipment and overall look of the office.
  • Management of the office to the highest standard possible including tasks related to storage, storage rooms, office tidiness and cleanliness, catering, groceries & supplies, stationery, client gifts, meeting room, setup and clearing etc.
  • Coordinate agency social & committee events and organize catering if required, assist with event coordination and it pertains to the needs of the MD and P&C Director e.g. End of Year Party & Christmas in July.
  • Build relationships and manage building and maintenance suppliers whilst overseeing the maintenance and repair of the building include security systems, cleaning, air conditioning, furniture and furnishings, repairs and equipment.
  • Keep a close eye on health and safety making updates when necessary to ensure we are compliant from a health and safety point of view. Including workplace hazards, Pest control to first aid and fire safety, ensuring all staff are aware of escape and evacuation plans and implementing random fire drills on a regular basis. Ensure the agency has a Fire Warden and First Aid Officer and schedule training as necessary.
  • Maintain up to date seating plans and manage office/desk moves avoiding disruption in the workplace. Provide aids as necessary to ensure posture of our people is maintained at all times.
  • Track and report on costs related to the office environment & building services as well as staff amenities, events and gifts.
  • Ensure compliance with office security and sustainability requirements.

PEOPLE & CULTURE:Will include but not limited to:

  • Coordinate with People & Culture Director to source guest presenters, scheduling training, maintaining the calendar and inviting staff, liaising with Senior Management to assign events and preparing presentations.
  • Assist with projects that are in line with HR Strategy – these may include things like
    Coordination of a clean up and review of all Job Descriptions
    Engagement Survey debriefs
    Necessary Reporting on turnover etc
  • Manage the entire onboarding process, including the diary management and organisation of meetings,
  • Support Line Managers with the recruitment and selection process for employees, This includes:
    Reviewing position descriptions prior to advertising;
    Organising position adverts and posting on various job boards;
    Providing advice and support throughout the recruitment process
    Preparing and managing employment contract release and return
    Responding to applicants on the progress of their applications
    Developing and maintaining talent pools for key roles through workable
  • The set up of new starters in the system and flagging probation dates with relevant Head of Department
  • Assistance in the execution of all Culture related initiatives
  • Maintenance and Management of the Learning & Development initiatives & Calendar
  • Facilitate the coordination of All Staff events such as We Are Friday’s (WAF)Coordinate and inspire Culture Club working with the team to plan and schedule events, activities and WAF.
  • Book venues/food/supplies as necessary and invite the team

About We Are Social

We Are Social is a socially-led creative agency operating globally at the forefront of marketing and culture. We are the world’s leading social specialist network: Over 1000 social experts in 15 offices around the world proving the power of social thinking to drive business value.

We help brands immerse their stories in the real conversations their audience are having. We generate sharp strategies and inspiring campaigns, based on social insights for forward-thinking brands like Samsung, Didi, Audi, Activision, Kayo, Koala and the NRL.

We’re focused on creating ideas worth talking about. How do we do that?

We put social thinking at the centre of what we do.

We connect people and brands in meaningful ways.

We create ideas worth talking about.

We Are Social.

Here in Sydney, we are a group of people from different walks of life, united by a passion for popular culture. We Are Social is an equal opportunity employer, we value diversity of thought and experience at our company. Learn more about our culture and our work.

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