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1 Dec 2016

Full-TimeAdministration Manager- Global business

Lotus People – Posted by Sarita Majhi Sydney, New South Wales, Australia

Job Description

The company:
Lotus People are delighted to be partnering with one of our key clients – an extremely well known, consultancy business. This award winning organisation has projected rapid growth for the coming years and are proud to offer fantastic growth opportunities across the business for employees. They pride themselves on working with the most talented and passionate people in the industry and they go above and beyond to foster their careers. Based in beautiful, professional offices with a collaborative and dynamic team, this is a fantastic opportunity to work with the best!

Administration- (approx40%)
Operational Administration

  • Updating weekly meeting documents.
  • Assist with general document preparation – resumes, proposals, reference reports, progress reports, assignment specifications, drafting and distribution of correspondence to clients and candidates, where necessary.
  • QC documents for consultants, and others.
  • When required, respond to applications for roles and move to assignment Outlook folder.
  • Respond to general applications / emails – add to FF if appropriate.
  • Manage flow of management and financial information.
  • Preparing management information for strategic planning meetings (2x annually).
  • Travel bookings for consultants and candidates; accommodation / flights.
  • Post ads if required on Seek (or other) or liaise with advertising company for print media ads.

 Office Administration:

  • Manage the office in terms of landlord, maintenance and all property issues. Liaise with facilities management for new security cards, updating staffing, lodging maintenance requests, and all other tenant related issues, and supplier contact including;
  • Liaise with answering service (general contact, plus updating staff lists regularly).
  • Flowers.
  • Back to base security and alarm
  • Office relocation if and when necessary (2017).
  • Manage all supplier relationships.
  • Manage staff HR information and leave register.
  • Ad hoc administrative tasks for the Managing Director.
  • Insurances:
  • Renewal of Public Indemnity, office and travel policies and liaising with broker when required.
  • Workers Compensation annual reporting.
  • Note birthdays and work anniversaries (card, cake, etc).
  • Manage online and hardcopy print media subscriptions. Also monitor delivery of hardcopy.

Overflow support for Associate / Administration Assistant (if/when required);

  • Meet and greet visitors.
  • Answering telephone calls and taking messages.
  • Manage calls from potential suppliers (toner, office supplies, and printers).
  • Overall cleanliness of office / kitchen.
  • General procurement (stationery, kitchen and general supplies, office furniture, + other).
  • Check mailboxes (GPO box plus basement mailroom).

Finance (approx. 40%)

  • New starter information, including bank and personal details, superannuation – adding new users to the system
  • Accounts payable and receivable, including preparation and tracking of all invoices to clients.
  • Expense reimbursement invoices to clients (consultant and candidate expenses).
  • Manage day to day interaction with Bank.
  • Monthly Visa and Bank reconciliations.
  • Process payments to offshore staff via CurrencyFair account.
  • Weekly financial reporting including rolling cash projection.
  • Preparation of Monthly Financials (P&L) and supporting information pack.
  • Half Yearly, and Yearly P&L accounts and Balance Sheet.
  • Preparation and lodgement of ATO documents including IAS, BAS (liaise with accountant when           require).
  • Managing company payroll, including scheduling payments and distribution of payslips.
  • Manual tracking of annual leave.
  • Preparation of annual budgets and cash flow.
  • Ad hoc finance analysis and ad hoc requests when required.

  The candidate:

  • Exceptional attention to detail
  • Advanced Microsoft Office skills
  • Advanced oral and written communication skills
  • Advanced minute taking skills
  • Ability to work autonomously and be able to handle pressure situations
  • Must have strong finance skills

APPLY NOW: This is a fantastic opportunity if you feel you match the above. This company is experiencing huge growth and this isn’t an opportunity to miss. Please apply for the role to find out more information.

How to Apply

click here to apply now

Job Categories: CEO and general management. Job Types: Full-Time. Job Tags: Australia and jobs in australia. Salaries: $100000-$110000+ Super+ Bonus.


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