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 stakeholders Act as an ambassador for the organisational culture and values ensuring they are upheld and embedded Greet visitors to the office in an amicable and approachable manner and respond to their needs accordingly Respond to customer phone calls, emails, and Buzz Freshdesk enquiries
Coordinate contract and price negotiations with office vendors and service providers, managing these relationships and ensuring all items are invoiced and paid on time Oversee 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 calls Coordinate external communication channels such as our phone and email systems in collaboration with internal teams and our IT contractor Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time Ensure that office supply procurement and staff amenities are maintained in accordance with organisation requirements In partnership with the Operations Manager, manage the office expenses and ensure all invoices are up to date and tracked in the Office Budget Maintain accurate record keeping and filing systems, including online drives Provide effective and efficient professional administration support services to Adelaide Fringe staff Coordinate the booking of resources such as meeting rooms and Adelaide Fringe vehicles Ensure that accessibility of the office is maintained in line with Adelaide Fringe's values Manage incoming and outgoing deliveries at the Adelaide Fringe office Schedule meetings and interviews for the Executive and Operations & Finance team where required
General
Coordinate the planning of internal events and celebrations such as morning teas and birthdays Assist the Executive Director - Operations and Finance and Executive Assistant with administrative tasks and projects as required Undertake projects and activities as directed by the Operations Manager Support with general administration for the Operations and Finance team which includes and not limited to:Diversity and Inclusion Production Finance HR and Staff Engagement Volunteer Program WHS General Minute taking and Agendas
Support the wider organisation with administration and/or projects as required Train and supervise Trainee or Interns that are placed within this department Facilitate the sale of FringeTIX tickets, vouchers, Memberships and merchandise using our ticketing system, Red61 Coordinate the Onboarding and Induction process of new employees Seek innovation and improvement on process that add value for Adelaide Fringe Champion 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 productivity Whilst 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 above
ESSENTIAL CRITERIA
Must have at least a Full C Class Driver's Licence or equivalent Demonstrated experience in an office administration role or similar Outstanding interpersonal skills and a demonstrated ability to deal with a broad range of people from diverse backgrounds Excellent telephone manner, oral and written communication skills Experience in data entry and maintaining databases Experience in developing and maintaining basic record keeping and other operational systems Proven ability to manage multiple tasks and competing deadlines concurrently Demonstrated ability to think laterally, creatively and to take initiative and plan ahead Demonstrate initiative and proactive problem-solving skills and be intuitive to the staff and organisations needs Excellent administration skills Outstanding attention to detail Experience in project management
DESIRABLE CRITERIA
Previous experience working in the arts and/or festival industry High level computer literacy and competency with Office 365
How to apply Please 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. #J-18808-Ljbffr
