Job Description

:

JOB DESCRIPTION:

Your main duties and responsibilities include:

• Provide support to all agency departments

• Maintain the smooth, efficient, and productive running of the office

FRONT OF HOUSE:

• General reception duties, such as answering phones and greeting visitors

• Receive, distribute and send all mail and deliveries

• Organise hospitality for clients and the senior team, including ordering lunches, setting up boardrooms and

serving refreshments

FACILITIES:

• Manage all office facilities

• Monitor office cleaning and ensure all relevant tasks are carried out to the highest standard

• Ensure the studio is always tidy and presentable

• Organise maintenance and repairs of office premises, liaising with the landlord when necessary

• Order stationery, water bottles, pantry items and cleaning supplies

• Plan and coordinate upcoming office relocation, including the installation at new facility

• Provide support to our Sydney studio when required

CREATIVE SERVICES:

• Support the Creative Services Manager when required

• Liaise with client services, strategy and the creative teams to allocate weekly workflow (leave cover)

• Send weekly timesheet reminders

• Submit vendor invoices to finance

GENERAL:

• Work with the HR team to implement the relevant COVID-19 and safe management measures

• Ensure health and safety procedures remain up to date, including fire regulations and warden duties

• Ensure all relevant risk assessments have been carried out (e.g., pregnant employees)

• Coordinate Monday morning meetings

• Be an active part of the agency 'Green Team' and source sustainable products

HR:

• Work with the HR team to ensure setup of desks and equipment for new employees and return of equipment when employees leave

• Manage the employee birthday calendar, including the creation and circulation of cards

• Assist the HR team with ad hoc requests as needed

ADMINISTRATION:

• Arrange memberships and subscriptions

• Send new vendor forms and set up on all internal systems

• Issue and maintain supplier agreements and NDA's

• Various research as and when required

• Office archiving and filing

TRAVEL:

• Organise travel, including the booking of flights, accommodation and taxis

• Adhere to travel policies and advise team members of changing guidelines

• Organise currency, travel visas and vaccinations

• Create detailed itineraries, update calendars and log travel

• Research and source new local amenities and restaurants

• Work closely with the client services team to understand their upcoming travel schedules, so you can plan and

ensure we gain the most cost-effective options

EVENTS:

• Assist in planning and coordinating of office events (e.g., annual summer trip, Christmas party, creative

reviews, CSR activities and team lunches)

• Organise client functions and workshops

Some elements of the role are external facing, so you will be required to ensure a professional manner is conducted in all instances, representing our Bulletproof brand values every time. You will report to the senior team at every juncture and be able to manage and meet the requirements of the team as well as clients.

In addition to the duties stated above you may be required to undertake additional duties as necessary. Aptitude to role and delivery of all work will be measured against the following criteria:

Requirements

• Ability to multi-task effectively

• Excellent written and verbal communication skills

• Warm personality and excellent phone manner

• Proactive, flexible team player with well-developed interpersonal skills

• Ability to form internal and external relationships

• Excellent organisational skills

• Excellent planning and time management skills

• Exceptional attention to detail and problem-solving skills

• Proficient in Microsoft Office and Apple products