Business Support & Office Co-Ordinator - Australia

Role Purpose

This role provides essential business and office/facility support to ensure the smooth functioning of the Sydney Support Centre and our Operations team. It focuses on managing systems, processes, and platforms, coordinating end-to-end office operations, and supporting data analysis, reporting, and project delivery to enhance efficiency and compliance for both our corporate office and operations estate. The position reports directly to the Executive Assistant to SVP, MD AuPAC, with an indirect line to the Operations team.

Key Accountabilities

• Welcome visitors in a professional and courteous manner and providing refreshments if and when required
• Professionally handle incoming calls, customer complaints and reception duties in line with company standards, ensuring messages are passed promptly
• Coordinate and manage meeting room bookings, maintain up-to-date diaries and assist with internal and external meeting arrangements
• Coordinate and manage all catering logistics for various functions or meetings, liaising directly with the relevant departments, and monitor and order food & beverage supplies for the colleague dining areas.
• Oversee and manage the ordering of stationery supplies, company branded stationery, printer toners, newspapers and other products and services when required
• Collect and distribute all incoming mail and courier items in a timely manner.  Send and monitor all outgoing mail and courier items in a timely manner.
• Support onboarding of new hires with system access and office set up co-ordination, as well as maintaining local SharePoint sites and other internal platforms.
• Act as primary liaison with building management, including cleaners and security, co-ordinate office maintenance and repairs to ensure compliance and safety.
• Oversee and manage the invoicing of various office-based services ensuring records are charged to the relevant cost centre details in line with IHG Policies & Procedures.
• Maintain First Aid kits and responder lists; act as Fire Warden and keep fire safety records updated
• Administer security passes and maintain the security register in line with policy
• Ensure reception standard operating procedures are followed and kept up to date
• Oversee and manage the invoicing of various office-based services ensuring records are charged to the relevant cost centre details in lie with IHG Policies and Procedures
• Proactively manage and coordinate office initiatives and events.
• Provide administrative assistance to the Director of Operations, including travel arrangements, visa processing, expense reconciliation, diary management and document preparation.
• Assist with preparing accurate forecasts and completing monthly reporting requirements.
• Support local corporate GM onboarding and coordinate tasks related to GM recruitment.
• Research, compile and analyse data with outputs as required.
• Prepare reports and presentations by gathering and summarising information from multiple sources; create and format materials using spreadsheets, graphics, and statistical tools as needed.
• Coordinate with hotels and corporate departments to ensure smooth operational processes.
• Complete and/or coordinate activities for assigned special projects, including establishing timelines, action steps, and status updates; follow up to ensure deadlines are met.
• Update and maintain and operational registers, databases e.g. GM distribution lists, mailing lists and contact lists.
• Assist with the organisation and running of monthly meetings such as the GM cascade call.
• Develop and refine business processes to improve productivity and operational efficiency, collaborating with stakeholders to implement solutions
• Records and communicate meeting minutes from operation meetings and other relevant meetings as required
• Perform other reasonable administrative duties as required.

Key Skills & Experiences

Education

High School Diploma or equivalent combination of education and work-related experience.

Experience

Typically 2-5 years administrative/secretarial or related experience.

Technical Skills and Knowledge

• Demonstrated strong PC skills including proficiency in a variety of software packages (i.e. Excel, Microsoft Word, PowerPoint, Outlook, e-mail, SharePoint, etc.).
• Demonstrated effective verbal and written communication skills for the purpose of conveying information to internal and external customers, or providing information via written reports or correspondence.
• Demonstrated ability to analyse basic database information for the purpose of accurately tracking or maintaining data and reporting trends or inconsistencies.
• Demonstrated ability to handle multiple assignments and projects accurately and with attention to detail.
• Demonstrated follow-through and ability to complete multiple ongoing projects on time and within specified budget.
• Demonstrated organisational skills and attention to detail in order to maintain accuracy of reporting data.
• Demonstrated problem-solving skills for the purpose of maintaining the daily flow of office work, answering questions, and resolving issues.
• Demonstrated math skills for the purpose of checking figures for accuracy