Applications close: 2024-09-23 (Midnight Adelaide time)
KEY RESPONSIBILITIES Office Management General Receptionist duties including but not limited to:Provide a positive and enthusiastic customer experience towards all stakeholdersAct as an ambassador for the organisational culture and values ensuring they are upheld and embeddedGreet visitors to the office in an amicable and approachable manner and respond to their needs accordinglyRespond to customer phone calls, emails, and Buzz Freshdesk enquiriesCoordinate contract and price negotiations with office vendors and service providers, managing these relationships and ensuring all items are invoiced and paid on timeOversee and maintain relationships with key contacts, including but not limited to the office landlord regarding office maintenance, services for waste removal and cleaning, the office security provider and being the primary contact for all calls relating to office security of the building including out of hours callsCoordinate external communication channels such as our phone and email systems in collaboration with internal teams and our IT contractorManage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on timeEnsure that office supply procurement and staff amenities are maintained in accordance with organisation requirementsIn partnership with the Operations Manager, manage the office expenses and ensure all invoices are up to date and tracked in the Office BudgetMaintain accurate record keeping and filing systems, including online drivesProvide effective and efficient professional administration support services to Adelaide Fringe staffCoordinate the booking of resources such as meeting rooms and Adelaide Fringe vehiclesEnsure that accessibility of the office is maintained in line with Adelaide Fringe's valuesManage incoming and outgoing deliveries at the Adelaide Fringe officeSchedule meetings and interviews for the Executive and Operations & Finance team where requiredGeneral Coordinate the planning of internal events and celebrations such as morning teas and birthdaysAssist the Executive Director - Operations and Finance and Executive Assistant with administrative tasks and projects as requiredUndertake projects and activities as directed by the Operations ManagerSupport with general administration for the Operations and Finance team which includes and not limited to:Diversity and InclusionProductionFinanceHR and Staff EngagementVolunteer ProgramWHSGeneral Minute taking and AgendasSupport the wider organisation with administration and/or projects as requiredTrain and supervise Trainee or Interns that are placed within this departmentFacilitate the sale of FringeTIX tickets, vouchers, Memberships and merchandise using our ticketing system, Red61Coordinate the Onboarding and Induction process of new employeesSeek innovation and improvement on process that add value for Adelaide FringeChampion the project management software by ensuring thorough training for staff, that you are staying updated on its features and effectively implementing its capabilities to enhance organisational efficiency and productivityWhilst this position description summarises the purpose of the job and lists its key tasks, it is not a definitive list of all the tasks to be undertaken. Tasks can vary from time to time at the discretion of your Manager. To deliver services effectively, a degree of flexibility is needed and the employee may be required to perform work not specifically referred to aboveESSENTIAL CRITERIA Must have at least a Full C Class Driver's Licence or equivalentDemonstrated experience in an office administration role or similarOutstanding interpersonal skills and a demonstrated ability to deal with a broad range of people from diverse backgroundsExcellent telephone manner, oral and written communication skillsExperience in data entry and maintaining databasesExperience in developing and maintaining basic record keeping and other operational systemsProven ability to manage multiple tasks and competing deadlines concurrentlyDemonstrated ability to think laterally, creatively and to take initiative and plan aheadDemonstrate initiative and proactive problem-solving skills and be intuitive to the staff and organisations needsExcellent administration skillsOutstanding attention to detailExperience in project managementDESIRABLE CRITERIA Previous experience working in the arts and/or festival industryHigh level computer literacy and competency with Office 365How to applyPlease ensure you upload a resume and a cover letter outlining your experience and in response to the selection criteria.
View the full position description via the link below.
We strongly encourage applications from First Nations Peoples and welcome applications from those from marginalised groups.
Due to the high volume of applications received we will only contact successful candidates.
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