Office Manager

About the Opportunity

Ethos Urban is seeking an energetic and focused Office Manager to join our Melbourne team. This role will suit a dynamic and vibrant individual looking to support our senior leadership group and broader Melbourne team to deliver the best results across a wide range of activities driven by the group. Located in the Melbourne CBD, the ideal candidate will have experience working within a similar fast-paced professional services environment. The candidate will have a strong aptitude in office management, coordination and the agility to learn as the role evolves. Critical to the role is the ability to multi-task with excellent written and verbal communication skills and a passion for working in a high performing people orientated organisation.

Key Responsibilities

The ideal candidate will be a self-starter and want to join an organisation that is growing across the eastern seaboard of Australia. Reporting to the Regional Director for Victoria this role will be responsible for:

Office management

• Providing high-level administrative support, such as office administration; coordinating and booking training and development; travel arrangements, and so on.
• Assisting the Regional Director and/or other leadership members with planning and organisation for EU events (both corporate and external including client and business development events; Board activities).
• Coordinating facilities and building maintenance for the Melbourne office.
• Working closely with the Regional Director to manage office site costs, and support the efficient operation of the office.
• Acting as our central administrative support, ensuring that all office amenities, supplies, and facilities are maintained to a high standard, and day to day office management is seamless and reliable.
• First experience with Ethos Urban Melbourne office for visitors, external partners, new team members and so on. (This is via answering phones; welcoming visitors; interacting with sub consultants and suppliers; assisting with onboarding new recruits; etc).

People support

• Providing support to the Victorian Regional Director and leadership team i.e., project assistance, day to day project and office management and troubleshooting; meeting and event management; etc.
• Assisting the National Bid Manager and regional leaders by monitoring tender websites, the distribution of tenders to tender leads, managing tender workflow dashboard, and assistance with preparation of tender responses.
• Assist all team members with regular queries around IT support (escalation), travel and general operations.
• Assistance with meeting support – set up; IT; catering; note taking where required; etc.
• Assisting with special projects and transformation through fostering and influencing a positive and high performing culture in your region (this may include liaison with EU’s COO, and or Manager HR).
• Liaison with all Victorian team and other EU personal including HR Manager, HR support, National Bid Manager, Finance Team, IT Manager, and NSW and Queensland Office Managers as required by Regional Director; Victorian leadership team; or as otherwise required and agreed.
• Project management administrative tasks where agreed in accordance with national processes / procedures

Who We Are Looking For

This position would be suitable for an individual who thrives in a fast-paced environment and is adept at building strong professional working relationships with internal and external stakeholders. The role requires a person who presents an engaging, energetic and capable face for our Melbourne team particularly to external stakeholders including clients, consultants, and suppliers.  It is primarily an office-based role with workplace flexibility subject to discussion and agreement with the Victorian Regional Director and having regard to critical deliverables.

The Office Manager will have the skills to work diligently to support to a multi-faceted national business. The successful candidate will be able to demonstrate the following capabilities:

• Alignment with our cultural and organisational values
• 3+ years’ experience within a similar working environment (essential)
• Excellent Microsoft office suite skills
• Strong AV and IT support skills
• Excellent written & verbal communication skills
• The ability to work in a high-performance team environment
• Understanding of or experience in the property and development industry (desirable)

About Ethos Urban

We believe bringing collective intelligence to complex decisions delivers a better urban experience. Our towns and cities are always changing, and we know this creates choices that can make a difference to the quality of our urban living.

We believe we can always improve the urban life experience by creating engaging places that connect us to where we need to go, meet our changing needs and create opportunities for everyone to thrive.

For over 25 years our people have worked in partnership with the public and private sectors to provide them with the momentum to realise their ambitions for better places, communities and cities.

Why Work With Us?

The business of creating a better urban experience is a complex one. It requires patience, diligence, intelligence and perhaps most importantly, a passion for making a difference to our experience of urban life.

What we do and the way that we do it is unique. We view each project as a complex puzzle that requires different perspectives and alternative angles to solve it. At Ethos Urban, no one individual ever has the answer. It’s only when we bring people with different specialisations from different teams that we can see the full picture and then the way forward. We call it collective intelligence.

We continue to hire great people with a diversity of skills, experience and backgrounds. This includes people with disability, Aboriginal and Torres Strait Islander people, women, people identifying as LGBTIQ+, culturally and linguistically diverse people, carers and other diversity groups. We encourage applicants from any background to apply to join Ethos Urban!

We back our people: We are proponents of flexible work, we provide generous leave provisions including purchased leave (up to 4 weeks annually in addition to your standard 4), 18 weeks paid parental leave regardless of your parental definition, paid study leave & access to transitional coaching. In addition, we cover your industry memberships, we provide an access to an array of great learning and personal development initiatives and incredible career pathways. For more please visit our website.

We have adopted the globally recognised United Nations Sustainable Development Goals as our ESG framework. The 17 Sustainable Development Goals (SDG’s) is a clearly defined pathway to improving our world, and how business can align its goals and actions to help us all collectively get there.

How to apply

Interested in joining our team? We’d love to hear from you. Send a cover letter and CV to recruitment@ethosurban.com.