Office Manager

So, what’s the role all about?
The main purpose of this role is to create and maintain a safe, efficient, welcoming and service focused workplace experience for NiCE Employees and visitors across ANZ. As the face of the Sydney office, this role sets the tone for the office environment through visible support, warm and professional service, practical ownership and active contribution to employee connection and culture. The role also provides high-quality administrative support to the local VP of Sales.

Key Responsibilities:

Sydney Office Facilities and Reception 

• Act as a visible and approachable point of contact for the Sydney office, proactively identifying opportunities to improve the day to day employee and visitor experience.
• Ensure effective delivery of facilities services for the Sydney office within a multi-tenanted building
• Manage reception duties, including handling calls efficiently, taking messages and welcoming visitors
• Issue access passes and access cards to new employees and NICE visitors in accordance with NICE Security Policy procedures.
• Manage parking allocation.
• Ensure timely mail and courier deliveries.
• Manage space planning and internal moves and maintain a monthly occupancy status report.
• Coordinate routine maintenance, office repairs and equipment upkeep.
• Use and maintain tools relating to access badge systems, CCTV operations and space management applications.
• Oversee cleaning services and maintain the presentation and overall upkeep of the office.
• Implement office processes and procedures in line with NICE global policies and requirements.
• Coordinate bookings, room set up, catering and other practical requirements for large meetings, training sessions and office events.
• Identify and evaluate suppliers for office equipment in coordination with procurement, and ensure stationery and pantry supplies are appropriately maintained.
• Liaise with Accounts Payable regarding office related invoices and ensure invoices are processed on time.
• Ensure health and safety standards are implemented and maintained, and act as the Health and Safety Incident Control Officer during emergencies.
• Maintain current lists of Fire Wardens and First Aiders, and coordinate mandatory training as required.
• Support environmental, social and governance initiatives by coordinating local sustainability activities, promoting responsible office practices and tracking office level improvement actions.

Meeting Room Facilities in Melbourne, 

• Liaise with shared office space providers regarding meeting room requirements.
• Maintain the list of employees requiring access to meeting rooms.
• Monitor and report on meeting room utilisation by NICE employees.
• Provide weekly utilisation information to NICE employees and the Real Estate team.
• Validate relevant invoices and submit them for payment on time.

Executive and Administrative Support to the VP of Sales 

• Provide on-site administrative support to the local VP of Sales.
• Manage calendars and coordinate meetings with internal and external stakeholders.
• Set up customer meetings and coordinate room, visitor and catering requirements.
• Coordinate travel and hotel bookings through the Travel Desk.
• Prepare and submit expense claims accurately and on time.

Workplace Experience & Events 

• Work closely with HR and the Employee Experience Manager to deliver onboarding and offboarding support of services, office events, employee engagement activities and wellbeing initiatives.
• Actively participate in the Magic Committee, contributing ideas and providing practical support for local culture, recognition and connection activities.
• Coordinate event dates with the business to avoid conflicts and support strong participation.
• Identify and coordinate suitable local venues, food, beverages, suppliers and other event requirements.
• Build effective working relationships across the office and seek feedback on how workplace services can be improved.

Essential Requirements 

• 3-5 years of experience in office management, workplace experience, executive support or a related service environment, ideally supporting an office of more than 100 people.
• Demonstrated experience creating a welcoming and professional employee, customer or visitor experience.
• Experience supporting employee events, onboarding or office culture initiatives.
• Experience providing calendar, meeting, travel and expense support to a senior leader.
• Experience in a global technology company is advantageous.
• Excellent written and verbal communication skills in English.
• Proficient in Microsoft Office, including Outlook, Word, Excel and PowerPoint and comfortable using AI enabled tools responsibly.

Key Attributes: 

• Service oriented, supportive and welcoming, with a genuine interest in helping others and improving the workplace experience.
• Willingness to approach ad hoc requests with flexibility and a solution focused mindset, while escalating matters appropriately where approval, specialist expertise or reprioritisation is required.
• Visible and approachable with the confidence to act as the face of the office.
• Positive, resourceful, and solution focused. With sound judgement about when to act, when to seek approval and when to escalate.
• A collaborative team member with strong interpersonal skills in and professional discretion who is able to work effectively with corporate teams: IT, HR, Finance, Travel, Procurement, and others.
• Highly organised, able to prioritise competing requests and comfortable adapting when business needs change.

Requisition ID: 11684
Reporting into: Manager, Facilities, APAC
Role Type: Individual Contributor