Office Assistant Job in Sydney NSW at IFS –
IFS is a billion-dollar revenue company with 5000+ employees on all continents. We deliver award-winning enterprise software solutions through the use of embedded digital innovation and a single cloud-based platform to help businesses be their best when it really matters–at the Moment of Service™.
At IFS, we’re flexible, we’re innovative, and we’re focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society’s greatest challenges, fostering a better future through our agility, collaboration, and trust.
We celebrate diversity and accept that there are so many different perspectives in this world. As a truly international company serving people from around the globe, we realize that our success is tantamount to the respect we have for those different points of view.
By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world.
We’re looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs.
If you want to change the status quo, we’ll help you make your moment. Join Team Purple. Join IFS.
The Office Assistant will be supporting our Australian office administration (3 offices nationally) as well as senior leaders based in Australia with various administration tasks.
In this role, you are the first point of contact with an overview and control of all activities and tasks impacting the stakeholders you support. A thorough hands-on administrative, practical and coordinating role to ensure daily activities run as uninterrupted as possible.
The role includes
Take care of the Australian office including but not limited to liaising with the facilities teams internally and being the point of contact for vendors (landlord, cleaning, security)
Support the offshore IT department based in Sri Lanka with local IT arrangements including but not limited to the issuing of equipment locally, engaging with external IT companies for technical assistance and ensuring appropriate equipment is ordered and well maintained
Ensure staff have the correct security arrangements for access to the office
Assist HR with onboarding and offboarding – deployment and collection of equipment and premises access
Fire Warden for the office
Coordinate social and volunteering activities for employees
Welcome and support overseas visitors
Take charge of and be accountable for travel arrangements for leadership team members to be booked via our travel portal ; flights and other types of transport, hotels, dinner-arrangements etc.
Travel is sometimes complex and may include other leaders attending all or part of the journey. You may be asked to accommodate to the needs of these leaders.
Visa-applications and other travel documents needed will be your responsibility to obtain.
Ensure all reimbursements (travel and others) are managed according to internal policies and rules.
Responsible for minutes from meetings, including follow up actions in agreement
Some tasks and assignments for internal communication in cooperation with Marketing, HR and other relevant functions
To be successful in this role, you are a person who;
Takes initiative with minimal supervision and is comfortable with dealing with changes and uncertainty
Is dedicated to the quality and accuracy of projects from inception to completion
Reliable, trustworthy and able to always maintain confidentiality
Can manage a heavy workload with strict deadlines
Excellent organisation skills with the ability to prioritise, multi-task and co-ordinate workloads and work under pressure to meet deadlines
Excellent time-management skills
Flexible and willing to take on ad-hoc tasks
Give exceptional service, always solution-oriented, regardless of the situation that may occur.
Proactive in your approach – always one step ahead in your planning.
You are self-sufficient, calm and patient under pressure
You are comfortable working outside of office hours if and when needed.
To be successful you will
Have worked in a similar role, in the software/technology industry an advantage
Have excellent written and verbal communication skills in English and another APJMEA regional language would be an advantage
Excellent skills in MS Office, particularly Outlook
About the Company
Company: IFS –
Company Location: Sydney NSW