Office Coordinator

GLG is looking for an upbeat, exceptional, and highly organized Office Coordinator (“OC”) who thrives in a fast-paced, multitasking environment. As the first point of contact for everyone who enters the office, you will play an integral role in creating a welcoming experience while serving as a culture and brand ambassador. The OC will build strong relationships with guests, job candidates, and both internal and external clients. As the face of GLG, you will help ensure that everyone who walks through our doors feels comfortable, valued, and impressed by the professionalism and organization of our workplace.

The OC will provide front desk coverage and day-to-day administrative support. This position requires strong computer proficiency and internet research skills, along with flexibility, discretion, excellent interpersonal skills, and the ability to collaborate effectively with employees and leaders at all levels of the organization.

In this role, the OC will report to the South APAC Facilities Lead and support a variety of office operations and workplace functions. The role will also assist with the coordination of quarterly meetings, events, and other team activities. In addition, there will be opportunities to contribute to a wide range of ad hoc projects and initiatives.

Responsibilities include (but are not limited to): 

Guest & Front Desk Management

• Welcome visitors, clients, candidates, manage visitor registration and building security procedures
• Managed incoming calls by screening inquiries and directing callers to the appropriate departments or personnel
• Coordinated meeting arrangements for internal and external stakeholders, including virtual conferencing setup as requested
  

Office Operations

• Manage conference room bookings and meeting preparations
• Coordinate catering and event logistics
• Handle mail distribution and international shipping
• Keeping the reception, break, mail, and storage areas clean and well-organized; includes stocking up of break room.
• Issue badges and maintain office security procedures
• Coordinate with the IT department to troubleshoot and maintain the functionality of office IT equipment

Facilities & Workplace Experience

• Work with facilities and office operations teams to improve the workplace experience
• Assist with fire drills, health and safety initiatives, and building management coordination
• Respond to facilities-related requests and escalate when needed
• Communicate office-wide facilities updates
• Maintenance and monitoring office conditions and reporting facilities issue

Administrative Support

• Process invoices and receipts
• Familiar with procurement policies and procedures
• Support filing, printing, expense management, and other administrative tasks
• Coordinate with vendors and service providers
• Partner HR with onboarding of new hires / off boarding employees

Other ad hoc duties as assigned

Skills This Role Requires:

• Strong customer service and hospitality mindset
• Excellent communication and interpersonal skills
• Organization and multitasking abilities
• Calendar and scheduling management
• Vendor and stakeholder coordination
• Attention to detail
• Basic administrative and accounting support experience
• Ability to work independently and solve problems proactively
• Handle work with high confidentiality
• Demonstrate the ability and initiative to handle increasing responsibility over time

 Requirements: 

• This role requires full-time in-office attendance
• Bachelor’s Degree preferred; candidate with lower qualification with works experience also welcome to apply
• 1-2 years of administrative and/or customer service experience
• Experienced with Microsoft Outlook, Word, Excel, and Power Point
• The ability to handle all interactions and communications (verbal and written) with a high level of professionalism
• Ability to work well independently and be self-motivated
• Ability to multi-task and prioritize with superior attention to detail
• Flexibility to work overtime as needed and/or over weekends
• This role is based in Sydney

Other Highlights: 

• GLG also offers training sessions that explore additional topics, develop valuable skills, and foster curiosity. Our fun, team-focused environment includes community volunteer programs, a dynamic activity-based workspace, and other in-office initiatives that support team building, health, and wellness.