Office Manager

At NiCE, we don’t limit our challenges. We challenge our limits. Always. We’re ambitious. We’re game changers. And we play to win. We set the highest standards and execute beyond them. And if you’re like us, we can offer you the ultimate career opportunity that will light a fire within you.

So, what’s the role all about?

The main purpose of this role is to provide a safe, efficient and pleasant working environment for NICE employees in ANZ.

Manage smooth day to day running of the office facilities in Sydney such as:

• Effective running of the Facilities Services function for our office located in a multi tenanted building.
• Responsible for the reception duties such as:
• Ensure efficient handling of calls, taking messages and managing visitors.
• Issue access passes/access cards to new employees and NICE visitors following NICE Security Policy procedures.
• Manage the parking allocation.
• Ensure time delivery of Mail & Courier services.
• Space management and internal moves. Maintain monthly report on the occupancy status.
• Conduct routine maintenance and repairs for the office equipment and upkeep.
• Should be familiar to use tools for access badge system, CCTV operations and space management application.
• Act as key point of contact with cleaning company and other key personnel in the multi tenanted building including building management, security, reception, contractors and engineers.
• Implement office processes and procedures in line with NICE global policies and requirements.
• Coordinate bookings of large office meetings, trainings, catering, and office events
• Carry out the New Starter Induction process for all new employees starting in Australia, ensuring a smooth transition.
• Identify and evaluate suppliers for office equipment (working closely with the Purchasing department) as due diligence to ensure that stocks are maintained for stationery and pantry services.
• Liaise with Accounts Payable Department for office related invoice payments.
• Ensure Health and Safety standards are fully implemented and maintained and to act as Health and Safety Incident Control Officer for all emergency situation.
• Organise and update Fire Wardens and First Aiders as necessary and organize mandatory training.

Manage smooth day to day running of the meeting room facilities in Melbourne, Brisbane & Hobart:

• Liaise with the shared office space provider for meeting room requirements.
• Update list of employees required to access the meeting rooms.
• Monitor and update the utilisation of the meeting room used by NICE employees.
• Report the weekly utilisation trend to NICE employees and Real Estate team.
• Validate and submit the invoices for payments on time.

Have you got what it takes?

Additional Duties:

• Support new hire on-boarding process.
• Support HR with
• Employee onboarding and exit process.
• Employee welfare events and activities.
• Support Travel desk with new employee’s queries related to travel reimbursement and BizDoc
• Support local MD on-site with administrative tasks.
• Managing the calendars.
• Setting up meetings with the customers.
• Booking travels and hotels through travel desk.
• Submitting expense claims.
• Provide assistance where needed to IT in configuring laptops, sending and ordering laptops and network set-up.
• Provide assistance to Telecom team in managing monthly invoices, mobile asset and data card inventory management, coordinating with vendors to resolve any service issues.

Essential Requirements

• 2-3 years working experience as an Office Manager, managing office with above 100 employees.
• Experience in administration in a global high-tech company – an advantage.
• Managed office relocation, new office set-up.

Key Competencies

• Service oriented, supportive and welcoming.
• Ability to interface effectively with different professional focal points within the organization including IT, HR, Finance, Travel and corporate units.
• Highly organized and ability to handle multi-tasking assignments.
• Fluent in English - excellent written and verbal communication skills.
• A team player - excellent interpersonal and communication skills.
• Ability to work under pressure, multi-tasking.
• Full discretion - will be exposed to confidential information.
• Good computer skills including MS Office (Outlook, Word, Excel, PPT)
• Demonstrated ability to work independently.

Enjoy NICE-FLEX!

At NICE, we work according to the NICE-FLEX hybrid model, which enables maximum flexibility: 2 days working from the office and 3 days of remote work, each week. Naturally, office days focus on face-to-face meetings, where teamwork and collaborative thinking generate innovation, new ideas, and a vibrant, interactive atmosphere

Requisition ID: 2424

Reporting into: Manager, Facilities, APAC

Role Type: Individual Contributor

#LIHybrid