The ideal candidate is highly organized, proactive, resourceful, and service-oriented, with effective communication skills and the ability to manage multiple priorities in a fast-paced environment. They foster a welcoming, productive, and engaging workplace while maintaining operational excellence and cost-effective business practices.
KEY RESPONSIBILITIES
Office Operations & Administration:
• Oversee the day-to-day operations of the office, ensuring a professional, organized, safe, and welcoming environment.
• Manage office supply inventories, procurement activities, and vendor relationships to ensure cost-effective purchasing and uninterrupted operations.
• Coordinate maintenance, repairs, and servicing of office equipment, including printers, copiers, kitchen appliances, and other workplace resources.
• Manage incoming and outgoing mail, packages, shipments, and deliveries.
• Maintain organized physical and digital filing systems and office records.
• Conduct routine facility inspections to ensure offices remain functional, presentable, and aligned with company standards.
• Develop, implement, and continuously improve office policies, procedures, and workflows.
• Serve as the primary liaison with landlords, building management, vendors, contractors, and service providers.
• Manage and review leases, service agreements, and vendor contracts, ensuring compliance with company standards and budget expectations.
• Coordinate visitor management, including welcoming guests and supporting front-office communications.
Workplace Experience & Event Management:
• Oversee meeting room scheduling and utilization to maximize efficiency and support business needs.
• Create opportunities that foster employee engagement, collaboration, and a positive workplace culture.
• Plan and coordinate employee experience initiatives, including:
o Volunteer activities and community engagement programs
o Employee appreciation and recognition events
o Team building and networking opportunities
o Office celebrations and cultural initiatives
• Lead the planning and execution of local meetings, workshops, training sessions, symposiums, and leadership visits.
• Coordinate and manage company events, including office openings, holiday celebrations, summer gatherings, milestone events, and client-facing functions.
• Manage catering, hospitality services, and onsite event logistics.
Team Support & Coordination:
• Support the onboarding experience for new employees through workstation setup, welcome communications, office orientations, and distribution of onboarding materials.
• Provide administrative support to local teams and departments as needed.
• Assist with travel coordination, meeting coordination, and business expense submissions.
• Partner with People Operations, Marketing, Business Development, and other stakeholders to develop initiatives that enhance employee engagement and organizational effectiveness.
• Collaborate closely with Information Technology teams to ensure workplace technology, conference room systems, and office infrastructure run effectively.
• Support offsite meetings, events, reservations, transportation coordination, and other operational needs.
Field Equipment & Fleet Management:
• Maintain accountability for all company-owned vehicles and field equipment.
• Manage reservation, check-in, and check-out processes through EZOffice or designated asset management systems.
• Conduct inspections of vehicles and equipment to ensure operational readiness, safety, and compliance.
• Coordinate preventative maintenance, repairs, recalls, registrations, and servicing for company vehicles.
• Maintain accurate records and documentation for all company-owned assets.
• Procure and keep inventory levels of essential field supplies and materials.
• Coordinate shipment and distribution of field equipment to support operational teams as needed.
Financial & Resource Management:
• Track, reconcile, and report local office expenses following company policies.
• Review and approve invoices, ensuring accurate coding and timely submission to accounting.
• Support development and management of annual office budgets.
• Monitor spending trends and identify cost-saving opportunities while keeping service quality.
• Assist with resource planning and operational forecasting when applicable.
Health & Safety:
• Ensure compliance with applicable workplace health and safety policies and regulations.
• Maintain first aid supplies and emergency preparedness resources.
• Coordinate required inspections, certifications, and safety-related vendor services.
• Support emergency response planning and workplace readiness initiatives.
• Promote a culture of safety and operational compliance.
Projects:
• Lead office-related projects, including workspace improvements, office moves, renovations, and workplace initiatives.
• Support broader Operations projects and cross-functional initiatives as assigned.
• Identify opportunities to improve workplace processes, employee experience, and operational efficiency.
Skills
- Exceptional organizational, planning, and time-management skills.
- Strong attention to detail and commitment to high-quality execution.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Ability to balance multiple priorities while meeting deadlines in a dynamic environment.
- Strong problem-solving skills and a proactive, solutions-oriented mindset.
- Ability to work independently and collaboratively across all levels of the organization.
- Professional judgment and discretion when handling confidential information.
- Strong customer service mindset with the ability to build positive relationships and deliver outstanding employee experience.
- Experience managing vendors, facilities, workplace services, and operational budgets.
- Demonstrated event planning and project management experience.
- Familiarity with onboarding processes and general HR practices.
- Experience with asset management, CRM, project management, or workplace technology platforms is preferred.
Education & Experience:
• Minimum of 3 years of experience in Office Management, Facilities Management, Hospitality Management, Workplace Experience, or a related operational role.
• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Business Administration, Hospitality Management, Operations, or a related field preferred.
Skills Required
- Minimum 3 years of experience in office management, facilities management, hospitality management, workplace experience, or a related operational role
- High school diploma or equivalent
- Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
- Experience managing vendors, facilities, workplace services, and operational budgets
- Demonstrated event planning and project management experience
- Familiarity with onboarding processes and general HR practices
- Exceptional organizational, planning, and time-management skills
- Strong verbal and written communication skills
- Ability to manage multiple priorities and meet deadlines in a dynamic environment
- Strong problem-solving skills and a proactive, solutions-oriented mindset
- Ability to work independently and collaboratively across all organizational levels
- Professional judgment and discretion when handling confidential information
- Strong customer service mindset and ability to build positive relationships
- Associate's or bachelor's degree in business administration, hospitality management, operations, or a related field
- Experience with asset management, CRM, project management, or workplace technology platforms
What We Do
We are ANS. We’re a strong team of straight-talking tech and business experts. Our mission is to make digital transformation accessible to all. We make enterprise-grade technology, knowledge and processes accessible and affordable for all companies, large or small, no matter the size of their budget. We hack the tech adoption curve, bringing technology usually reserved for large corporates first, to small and medium organisations too. We’re on a mission to help companies Think Bigger. We’re trusted by our customers because we help them achieve their goals. Be it a digital transformation project for a 2000-person government body or helping a 10-person labels maker take their business online. Our people are the lifeblood of our business. They dream up solutions that have never been delivered before. They dare to tackle problems no one else can. Every day they wake up and challenge the status quo. It’s no wonder we’ve been hailed the mavericks of the tech industry.
