Office Manager

At Jellyfish, we believe in the power of diverse perspectives and inclusive collaboration. We welcome individuals who excel in collaborative, varied teams and value the unique contributions that each person brings to the table.

Jellyfish is a global digital marketing agency; a unique fusion of tech enthusiasts, creative minds, and media and data experts, all united to empower our clients along their digital journey. Our commitment to embracing diverse perspectives fuels our innovation and strategies that challenge the status quo, reinvent media activation, and craft influential stories for our global clients and their customers. Join us in shaping a future where business growth and personal fulfilment go hand in hand

Job Description

Reporting to the People Director, the Office Manager plays a varied role in ensuring the smooth, day-to-day running of the office. The role is to create and maintain a pleasant working environment, ensuring high levels of organisational effectiveness, communication and safety. The Office Manager will have contact with all levels of internal staff as well as clients and visitors.

Your primary responsibilities will include:

• You will be required to work part-time from our Melbourne office at 360 Collins St, Melbourne and remotely supporting Sydney office , also management of shared workspace

• Meeting and greeting all guests and providing refreshments when requested

• Managing visitor access and bookings, as well as arranging office inductions for Jellyfish staff

• General administration in relation to the smooth running of the office, including timely responses to queries and requests

• Manage maintenance of the office environment, plants and furniture.

• Ensure compliance with workplace health and safety standards, including fire safety, emergency drills, and DSC requirements.

• Communicating any relevant information to the office via email/Slack

• Liaise with 3rd party companies such as security, reception, cleaning contractors and maintenance companies

• Regular food and beverage orders, inclusive of weekly food shop and refreshments for meetings and events

• Stationery stock control

• Completing daily floor walk to ensure that the office is at its highest standard

• Refilling breakout areas when appropriate and ensuring they are kept tidy at all times

• Preparing meeting rooms for internal and external use

• Ensure that the pantry and storage cupboards are always tidy and organised

• Answer phones for the office and provide routine information to callers

• Accept, sort and distribute post appropriately

• Ensure IT requirements throughout the office are met by liaising with the IT Helpdesk

• Support the HR team on the newcomers/leavers process

• Ensure building compliances are met and update building management with records monthly

• Assisting the Managing Director with ad hoc tasks as required

Events Duties

• Ensuring the event schedule is kept up to date with all internal and external events, briefings, workshops, and meetings held in the office space.

• Ad-hoc project support for events

• Organise office access for all event attendees and staff

• Arrange access for event deliveries

• Booking event space via Google Calendar

• Liaise with clients & internal teams to ensure the smooth running of events

• Managing event layout by clearing furniture from rooms on request and sourcing storage when needed

• Source and organise appropriate catering for events

• Source and organise required equipment and entertainment for events

• Facilitating company events such as regular internal company updates and breakfast clubs

• Ensure IT requirements are met for events by liaising with IT department

• Assist attendees with miscellaneous requests

What you’ll need

• A keen interest in office management and administration

• Excellent time management skills and ability to multitask and prioritise work

• Strong communication and organisational skills in a fast-paced environment

• Possesses strong customer telephone and face-to-face skills

• A friendly and welcoming manner with a genuine interest in people

• Is confident and has high personal standards

• Proficiency in G Suite would be an advantage

Note: We emphasise skills, expertise and behavioural attributes over years of experience and traditional degrees. If you want to join our collaborative team, we invite you to apply today with your resume in English.

Additional Information

Join Jellyfish and experience a workplace where we prioritise your growth, celebrate your contributions, and empower you to tailor your work environment to suit your needs.

💰 Reward: You'll be eligible to join our discretionary annual bonus scheme.

💫 Custom Work Environment: Work remotely for up to 60% of your days and shape your day between 8am and 6:30pm with flexible working hours. Jellyfish confirms you have the right to disconnect from the workplace outside your usual working hours as set out in the internal policy.

📈Growth, Your Way: Accumulate one paid day each month (2 hours per week) for self-development and access to Jellyfish Learn.

Unfortunately, there has been an increase in fake recruiters impersonating Jellyfish and unlawfully using our brand name. If you are unsure if an email with a job offer you have received is genuinely from Jellyfish, or if you suspect any fraudulent activity, please report it to [email protected].