Office Manager ( Part Time )

Job Purpose:

Working directly with the Facilities Management Team, the Office Manager provides administrative support to the Strategic Resources Team, focusing on Facilities, in line with Office Management, Housekeeping, Security, Preventive Maintenance, Maintenance and Repair as well as Government Transactions. Annual and Quarterly Goals with measurable output are provided by the Facilities Management Team to support the Strategic Facilities Plan of the Organization

What you'll do: 

• Office Management: Provide Office Management to ensure the efficient and effective day-to-day operations of the office by managing the Office Supplies, Lunches, Snacks/Beverages, Petty Cash Management, Vendor and Payment Management, Building Coordination, Events, Logistics, and other office-related requirements.

• HR Assistance: Support the HR Business Partner as necessary. Assist in New Hire Onboarding Requirements including but not limited to badge creation, transportation orientation, house rules orientation, issuance of welcome kits, and endorsement to teams.

• Housekeeping: Facilitate the proper upkeep and maintenance of the facilities in coordination with the Housekeeping Team. Management of the Housekeeping Team, its schedule, deliverables, and monitoring in coordination with the Facilities Operations Management Team.

• Security: Oversee and manage the office safety and security, arrange office and building access for employees, manage mailroom needs, and perform other ad hoc tasks in relation to safety and security in coordination with the Facilities Management Team. Facilitate employee compliance to FactSet's Security Policies.

• Preventive Maintenance: In coordination with the Facilities Operations Management Team, arrange schedule and attend to contractors / present vendors and contractors / potential vendors and contractors regarding preventive maintenance / maintenance work to eliminate unscheduled downtime with proper maintenance and monitoring of equipment.

• Maintenance: In coordination with the Facilities Operations Management Team, identify areas of concern, arrange schedule, and attend to contractors / present vendors and contractors / potential vendors and contractors for necessary maintenance / repairs of Factset equipment/ facilities and timely resolution of maintenance work.

• Government Liaison: In coordination with the Facilities Operations Management Team, assist in the compliance / application / renewal of necessary safety or occupancy permits through timely accomplishment of required documents. If necessary, act as FactSet’s Liaison for Government Transactions. 

• Health and Safety and Business Continuity Plan (BCP): In coordination with the Local Incident Management Team (LIMT) and the Facilities Operations Management Team, ensure that critical business processes continue and that facilities can return to normal in the shortest possible time during the emergency or incident. Prioritize health and safety in the office to ensure a safe and healthy work environment for all employees by implementing proper sanitation and cleaning protocols, providing necessary safety equipment, and promoting healthy habits among employees to prevent the spread of illnesses.

• Environment, Social, and Governance: Integrate ESG in the Facilities Processes, by observing the environmental, ethical, and social values that FactSet upholds as a company.

• Sales and Marketing Team Assistance: Support the Sales and Marketing Team which may include but is not limited to administrative tasks, events and marketing coordination, client relations, and FactSet product ordering and trial of clients.

What we are looking for: 

• Min 3-4 years’ experience, Business Administration or background or an equivalent combination of experience and education;

• Commitment for collaboration and engagement within a multi-cultural and multinational working environment; Efficient and consistent reporting and accountability; Strong Work Ethics;

• Confident and effective communication skills (both oral and written) with people of different cultural backgrounds and nationalities; 

• Proficient and excellent ability to utilize Microsoft Office Applications;

• A permanent working right in Australia.

Preferred Experience and Skills:

• Excellent and accurate computer skills and experience with purchase requisitions. 

• Analytical thinker with strong conceptual and problem-solving skills.

• Meticulous attention to detail with the ability to multi-task.

• Ability to work under pressure and meet deadlines.

• Ability to work independently and as part of a team.

• Excellent documentation, communication, and IT skills.

• General Knowledge of processes, quality control, costs, and other techniques to achieve maximum efficiency.

• Excellent and accurate computer skills and experience with purchase requisitions. 

• Working knowledge of the Workday ordering software applications and financials.

Benefits:

• 12.5% super

• 16 days of AL per year

• Employee Medical Insurance

Working Hours:

Monday                8:30am to 11:30am

Tuesday                8:30am to 4:30pm

Wednesday          8:30am to 3:30pm

Thursday              8:30am to 3:30pm

Friday                   8:30am to 11:30am

Total : 25 hours per week