RESPONSIBILITIES

• State Manager Support: Manage daily EA tasks, including diary and travel coordination, document creation and organization, and coordinating and minuting internal meetings.
• Employee Onboarding & Support: Be the point of contact for all new and existing employees, assisting with the onboarding process.
• Efficiently Manage Day-to-Day Operations: Ensure the smooth and efficient functioning of the Hickory Head Office on a daily basis.
• Ordering and Inventory of Office Supplies: Ensure a consistent supply of necessary materials, promoting uninterrupted workflow.
• Renegotiate Supply Agreements: Optimize cost-effectiveness by renegotiating supply agreements as required.
• Coordinate Building Maintenance: Ensure a safe and functional office space in collaboration with internal and external stakeholders.
• Event and Function Coordination: Facilitate successful company events and functions for internal and external stakeholders.
• Training Coordination: Arrange and track training for all NSW employees.
• Communicate Professionally with Internal and External Customers: Maintain positive relationships and uphold the company’s professional image.
• Organize and Manage Work Tasks According to Schedule: Ensure tasks are completed on time and contribute to overall project timelines.
• Strive for Continuous Improvement: Promote a culture of ongoing improvement and positive change within the office.
• Greeting Visitors to the Hickory Office: Create a welcoming environment for visitors and guests.
• Meeting Room Management: Ensure meeting spaces are organized and prepared for effective use, including providing refreshments.
• Mail and Courier Management: Handle incoming and outgoing correspondence by receiving, date-stamping, and distributing mail, as well as coordinating courier deliveries for efficient communication.
• Uniform Management: Oversee the uniform process by streamlining distribution for construction workers, maintaining adequate stock levels, and organizing storage for easy access.
• Office Housekeeping: Maintain a clean, organized, and hygienic office environment, ensuring tidy workspaces, kitchen areas, and meeting rooms to support staff well-being and productivity.
• Office Budget and Expense Management: Monitor, control, and optimize spending on office amenities, supplies, and uniforms to ensure budgetary compliance and efficiency, as well as reconciling credit cards.
• Handle Confidential Information with Discretion: Safeguard sensitive information to maintain the confidentiality and trust of employees and stakeholders.
• Coordinate with Internal and External Stakeholders: Foster collaboration for effective office management and maintenance.
• Address Emergencies and Unexpected Situations: Respond calmly and efficiently to unforeseen circumstances to minimize disruption to office operations.

TO BE SUCCESSFUL IN THE ROLE

• Experience as an EA or Office Manager in the Construction Industry: Proven background supporting executives in a fast-paced construction environment.
• Office Management & Operations: Skilled in overseeing day-to-day office functions, ensuring a well-organized and efficient workplace.
• Event and Function Management: Ability to plan, coordinate, and execute company-hosted events and functions.
• Strong Communication & Interpersonal Skills: Excellent ability to liaise with stakeholders, foster collaboration, and maintain professional relationships.
• Proactive & Self-Motivated Team Player: A dynamic individual who takes initiative and thrives in a team environment.