Job Description

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Office Manager/ Executive Assistant

Advertiser: GentonMore jobs from this company

Job Information

Job Listing Date
2 Sept 2019
Sydney, CBD, Inner West & Eastern Suburbs
Work Type
Full Time
Design & Architecture, Architecture

About the business

Genton is an award-winning Architecture Practice with a name that is both well-known and respected. The practice has 25 people across offices in Sydney and Melbourne. The practice has a diverse portfolio of Architecture and Urban Design Projects.

About the role

We require the skills of an Office Manager /Executive Assistant to support the Directors in the day to day running of the practice  in NSW and Victoria.  The role will be based in Sydney. The Office Manager is to possess excellent administration skills and will also have gained exposure to HR and ideally Commercial duties including bids and tenders.

Key Responsibilities

  • Assist with various Administrative Duties
  • Manage Office supplies and maintenance
  • Assist our team with project administration tasks
  • Assist with maintaining QA
  • Commercial management for current and pipeline projects
  • Manage recruitment and workforce planning
  • Monitor projects with architecture team leaders
  • Maintain staff, client and consultant lists
  • Oversee and monitor project performance
  • Monitor overall outcomes in line with business objectives
  • Welcome guests and other visitors by name and ensure they are made to feel welcome
  • Answer questions and make appropriate referrals
  • Answer phones and respond to telephone calls promptly and accurately
  • Manage receipt and dispatch of mail and couriers and submissions
  • Care for our staff by managing incident reporting, knowing emergency procedures
  • Maintain the overall office appearance and impressions
  • Know emergency procedures and assist as needed in emergencies
  • Book events, catering and hospitality, accommodation and transport

Skills and experience

  • Excellent written and verbal communication skills
  • The ability to multi-task and prioritize work
  • An open, flexible and self-motivating work ethic
  • A friendly, professional & helpful disposition in all interactions
  • Interest in the services we provide and who we provide them to
  • An Eye for detail
  • Cloud-based software and generally be technically savvy
  • Previous experience as a Studio Manager or Office Manager with Architecture/Design is preferred, (managing staff/office resourcing, monitoring project profitability.)
  • Understanding of staff capabilities and ability to manage expectations
  • Assist with HR functions and processes 
  • Experience with managing project profitability and forecasting
  • Strong communication and presentation skills
  • Proactive approach
  • Managing tenders, proposals, coordinating bids and submissions
  • Collaborating with senior management in the development of people plans, diary management and attendance at meetings
  • HR and recruitment experience is considered to be favourable.

The application form will include these questions:
  • Which of the following statements best describes your right to work in Australia?
  • What's your expected annual base salary?
  • Do you have a current Australian driver's licence?

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