Office Manager (Part-time)

Hello. Nice to meet you. We're OFX, a global provider of online, international payment services for our personal, business and partner customers. Since launching on Sydney's Northern Beaches twenty years ago, OFX has grown to become a truly global company. We're now trusted by customers all around the world and have grown to over 400 employees with offices in Sydney, London, Dublin, San Francisco, Toronto, Auckland, Singapore and Hong Kong. We are a publicly-listed company, listed on the Australian Securities Exchange (ASX: 'OFX')

Purpose of your role
In this critical role, you will manage and oversee the office management and administration for our office in San Francisco (in-person) and Toronto (remotely with on the ground support as needed).

You will be responsible for reception (SF only), managing meeting room calendars, employee desk allocations, courier deliveries, catering for large events/meetings, and some administrative work to keep our offices running smoothly.

Flexibility will be required with this role as daily tasks and duties will be determined by business and your ability to pivot and adjust on the go will be essential.

This is a part-time role for approximately 20 hours per week.
What you do
San Francisco:

• Manage and oversee reception. You will be the first point of contact for clients and guests.
• Handle all general office questions and issues that may arise.
• Open, sort and re-direct all incoming daily mail, identifying anything urgent that needs immediate attention.
• Handle all office deliveries.
• Manage vendor relationships for office supplies and related items.
• Ensure guests have required access and are oriented to the facilities as needed.
• Manage and maintain the general tidiness of the reception area and common areas.
• Act as the point of contact for all outgoing courier and postal deliveries.

San Francisco and Toronto:

• Manage employee office seating and ensure desks are properly set up as needed. Liaise with the technology team as required.
• Organise catering for large meetings / events, both internal and external.
• Perform routine clerical functions such as the creation of documents, printing, scanning, and binding correspondence.
• Partner with People & Culture to assist with onboarding preparations for all new starters.
• Ensure supplies are maintained in kitchen and office and stationary supplies are stocked.
• Activate, deactivate, organize and oversee all security access passes for employees and visitors.
• Liaise with building management and security to make requests and solve any issues.
• Partner with information technology for large meeting set ups, new hires, visitors etc.
• Assist with the processing of invoices / corporate card payments including uploading into the Concur system and coding expenses to the relevant cost centre. Follow up with vendors as needed for details.
• Ad hoc office and general administrative support.
• Other duties as required to ensure the offices run smoothly.

What you bring
Knowledge, skills, experience

• Relevant degree or diploma or equivalent experience
• At least two years of relevant office management experience
• Excellent verbal and written communication skills
• Exceptional customer service skills
• Strong attention to detail, time management and organisational skills
• Confidence and professionalism when communicating with all stakeholders (experience with executive/director level advantageous)
• Present with a polished and professional attire and demeanour
• Proficient in Microsoft Office Suite
• Able to take direction but also take initiative and think ahead
• Able to work autonomously and effectively prioritise tasks
• Demonstrate ability to see potential improvement in existing processes, being able to constructively suggest new ideas
• Motivated and enthusiastic self-starter with a 'get stuff done' attitude

Working Hours

• Preference is for candidate to work 4-5 days per week (Monday-Friday), part time hours i.e. Monday to Thursday, 4 hours per day or 5 days per week, 4 hours per day. Please confirm in your covering letter / application your preference / flexibility for working hours.

What it's like working at OFX:
We're OFXers because we want to make a difference. We see challenges as opportunities and we're not afraid to roll up our sleeves to get stuff done. We're committed to making things easier for our clients, pushing boundaries and continuing to move with the times so that we can continue to inspire confidence every day and through every transaction.

We operate as one team, cross-functionally and globally to drive outcomes that deliver excellence for our customers. We're curious self-starters who love learning and sharing our knowledge with others. We embrace change and use our initiative and resilience to overcome challenges.

Global markets move fast and so do we. We work across borders and time zones, which helps make the world feel a little smaller. From San Francisco, Toronto to London, Dublin, Sydney, Auckland, Hong Kong & Singapore, there's always a colleague to help.

• We promote an environment of reward and recognition, OFXers are encouraged to celebrate their peers' effort, technical expertise or support through a range of channels and awards.
• Giving back, we encourage OFXers to give back to causes and communities that are important to them. We celebrate this with an annual volunteer day, that OFXers can use together or individually.
• Always keep learning. Drive your own learning with LinkedIn learning, which all OFXers have access to. We offer a variety of other learning programs and host an annual Open Day to encourage cross functional and soft skill learning.
• We take pride in having a work/life balance and flexibility; we encourage employees to work productively and efficiently. Our OFXers enjoy Birthday leave to celebrate their birthday however they choose.
• Our Good Vibes employee-led committees organize events to keep our employees engaged inside and outside the office. Whether it's participating in our weekly yoga class (now also online), office happy hours, end of year celebrations. Our team wants you to feel welcome!