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Administration Manager

Employer
CLSA
Location
Sydney, Australia
Salary
Competitive
Closing date
May 16, 2024

View more

Job Function
Accounting/Audit/Tax
Industry Sector
Finance - General
Employment Type
Full Time
Education
Bachelors
COMPANY OVERVIEW:

CLSA is Asia's leading capital markets and investment group, providing global investors with insights, liquidity and capital to drive their investment strategies.

Award-winning research, an extensive Asia footprint, direct links to China and highly experienced finance professionals differentiate our innovative products and services in alternative investments, asset management, corporate finance, capital and debt markets, securities and wealth management.

As the international platform of CITIC Securities (SSE: 600030, SEHK: 6030), China's leading investment bank, CLSA is uniquely positioned to facilitate cross-border capital flows and connect China with the world and the world to China.
Founded in 1986 and headquartered in Hong Kong, CLSA's global network spans 22 locations across Asia, Australia, Europe and the United States.

POSITION DESCRIPTION:

The incumbent is responsible to manage office premises related matters and to provide support with all administrative tasks associated with the smooth running of the Sydney office.

KEY RESPONSIBILITY AREAS (KRA'S):
  • Manage the front of house area including greeting all clients/guests in a professional manner and ensuring the reception, waiting area, kitchens and meeting rooms are kept neat and tidy at all times.
  • Respond to all incoming phone calls with a courteous and efficient style.
  • Manage all meeting room bookings across the business.
  • Manage and maintain the kitchen and catering facilities.
  • Maintain office supplies and work with suppliers to ensure supplies are replenished in a timely manner (photocopier/ recycling/ shredding/ kitchen/ post room etc.).
  • Arrange business travel and itineraries for all staff undertaking domestic or international trips, coordinating with other CLSA office travel staff as required.
  • Handle post, courier services, incoming phone calls, general filing and message taking.
  • Processing expense claims and collection of receipts and undertaking verification of claims.
  • Assist the corporate access team with event co-ordination, invitations, name tags, binding of corporate presentations.
  • Processing invoices related to Admin department.
  • Assist with office management tasks as required.
  • Assist with any other ad hoc administration tasks (including data entry) as required.
  • General administrative support to all staff.

KEY PERFORMANCE INDICATORS (KPI'S):
Office Management (30%)
  • greet clients and visitors to the office in a professional manner
  • answer and direct phone calls to relevant staff members
  • ensure office supplies, including stationery, is adequately stocked at all times
  • manage access cards for building
  • ensure common areas of the office (including kitchen and reception areas) are clean and functional at all times
  • manage offsite storage where required
  • manage contractors and vendors for the office as required
  • update org chart on a monthly basis and have posted on intranet
  • act as fire warden
  • act as first point of contact for building management issues

Travel Management (20%)
  • assist in booking and tracking OA approval of team travel arrangements
  • ensure travel booked is in line with T&E policy

Expense Processing (20%)
  • ensure expenses are submitted on time and in accordance with T&E policy
  • follow up with staff where expenses are coming up to overdue date
  • obtain entertainment approvals where required

Team Support (20%)
  • provide administrative support to respective teams as required by team head
  • support new starters by ensuring building & systems access, business cards, staff orientation completed etc.
  • ensure leaver procedures are followed for departed staff
  • arrange staff gifts where required

Ensure we are complying with Admin Policies and Procedures (10%)
  • Take responsibility for ensuring the business is complying with Admin policies as outlined on CLSA Intranet page, including (but not limited to: Security of Company Assets and Premises, In House Luncheon Policy, Corporate Credit Card Policy)
  • Document Admin procedures for Australia and help update these on a semi-annual basis from 2021

REQUIREMENTS:
  • Minimum 2+ years of office management or related experience
  • Proficient using Microsoft office packages including Outlook, Word, Excel and PowerPoint.
  • Strong communication, interpersonal and advocacy skills (both written and verbal).
  • Exceptional organizational skills
  • Excellent Microsoft Office skills
  • Professional mannerism
  • Team player

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