Job Description
Position Title: Administrative Coordinator
ORGANISATIONAL ENVIRONMENT
Great Big Events was established in 1995 and quickly became recognised and respected for the production of major cultural and entertainment events, Opening Ceremonies and Spectaculars, as well as for our world leadership in Sport Presentation. With offices in Australia, the United Kingdom and the Middle East, we constantly demonstrate our passion for Event Production and have the skill and experience to deliver the production value, content judgment, creative approach and infrastructure to produce world class sporting and cultural events.
PRIMARY OBJECTIVE:
Effectively manage company administration and logistics within the office.
REPORTING RELATIONSHIP:
This role reports to the General Manager and Logistics and Operations Manager and other managers as appropriate.
RESPONSIBILITY
Office Management Duties
• Answer and direct all incoming calls,
• Receive, respond and forward as appropriate all company enquiry emails
• Manage the operation of reception
• Liaise with Australian accounts team regarding all financial matters including ensuring that all required invoicing (both internal and client related) and paperwork is accounted for and in a timely manner
• Meet and greet all visitors to the office
• Manage office meeting rooms
• Booking couriers and taxis, collecting mail, preparing meeting minutes
• Maintaining general office, warehouse and kitchen cleanliness
• Manage back up processes of collateral within office
• Documenting and processing stationery, taxi and courier invoices
• Manage and distribute incoming and outgoing mail
• Coordinate staff calendar and events
• Monitor and manage all invoices and credit card purchases
• Maintain and update contact databases
• Coordinating IT, in particular hardware and assisting to manage software
• Coordinating interns/work experience students, introducing them to the office &
coordinating with event calendar
• Managing warehouse archiving
• General office maintenance/building maintenance
• Updating and maintaining sub contractors statement & relevant paperwork
• Inducting new staff/interns/work experience students
• Maintenance of printers and photocopier
Administrative Assistance and Support
• Provide day to day administrative support to other staff members
• Ad hoc special projects
• Manage and maintain database
• Liaise with volunteers, maintain and distribute database information where
necessary
• Collate, liaise with staff re reporting
• Travel and accommodation scheduling and reporting
Manage Suppliers
• Stocktaking and ordering of staff uniforms
• Booking travel and accommodation for staff members through travel agent
• Ordering stationery supplies and office consumables
• Ordering special event supplies and monitoring invoices
Event Assistant roles
• Work as event crew at events when required
• Create and distribute call sheets as required
• Initiate thank you letters, create mail merge and distribute
• Preparation of current documentation for team members and/or events
• Attend site visits where applicable
• Liaise directly with clients and venue managers when required
• Ensure all staff members are prepared for upcoming meetings, site inspections etc.
SKILLS
TECHNICAL
• High level proficiency in use of Microsoft Office Professional Suite (Word, PowerPoint, Excel, Outlook)
• Good computer skills and IT knowledge
• Typing speed of minimum 45 wpm
• Experience in answering phones and operating a busy switch
• Ability to use the Internet and other research tools
ADMINISTRATION
• Ability to organise, use and maintain a filing system
• Data entry and assistance with database management
• Preparation of correspondence and mail-outs where required
• Diary management
TIME MANAGEMENT
• Ability to manage multiple tasks
• Ability to prioritise on a time and task basis
• Ability to be flexible with changing deadlines
COMMUNICATION
• Ability to deal with clients, suppliers, staff and contractors in a courteous and professional manner
• High level English written and oral proficiency
• Ability to research and present collected information in a clear and concise manner
• Ability to present a professional and customer focused approach to all activities undertaken
• Ability to adapt to different environments
• The cultural sensitivity to deal with people from different backgrounds and religions and the ability to observe and adhere strictly to their customs and rules.
KNOWLEDGE AND QUALIFICATIONS
• One to two years work experience in a similar or equivalent role
OTHER REQUIREMENTS
• Passion for the successful achievement of company goals
• Current Passport & Drivers License advantageous
• Ability, if required, to work outside standard office hours
• Ability, if required, to travel domestically and internationally
• Current First Aid certificate (or willingness to undergo training to obtain a certificate)
How to apply
Please provide a cover letter and CV outlining your suitability for the position
CVs submitted without a cover letter will not be considered.
Please submit to:
Lindsay Duncan
Great Big Events
E: recruitment@greatbigevents.com