At Veeva, we build enterprise cloud technology that powers the biggest names in the pharmaceutical, biotech, consumer goods, chemical & cosmetics industries. Our customers make vaccines, life-saving medicines, and life-enhancing products that make a difference in everyday lives. Our technology has transformed these industries; enabling them to get critical products and services to market faster. Our core values, Do the Right Thing, Customer Success, Employee Success, and Speed, guide us as we make our customers more efficient and effective in everything they do.
We are seeking a bright and energetic office administrator for our growing Asia Pacific team based in our Sydney office. As the Office Administrator in Sydney, you will be responsible for organizing and coordinating efficient office operations so that our Sydney office runs smoothly. This role will primarily be a front desk position. This will suit an all-rounder willing to take on all areas of office coordination while assisting other functional areas of the business with reporting and admin. This is a part-time role working approximately 20 hours a week from 9am – 1pm, Monday to Friday. There may be times when you are required to work at different hours. The role is office-based, not remote.
What You’ll Do
Office Management coordination responsibilities in Veeva’s Sydney office, as well as other APAC offices as required
Front desk and receptionist duties
Point of contact for all general office operation, for example, couriers, answering phones, mail, maintaining hygiene and cleanliness of the kitchen, shared areas, meeting rooms and in general office areas
Manage vendor relationships (inventory, ordering) for office supplies, computers, software, caterers, landlord, etc.
Responsible for keeping the office and kitchen clean and orderly.
Facilities Project Management – office build-outs, securing new office premises, etc.
Assist the Director of Finance, Asia, with Finance and Admin tasks (e.g. liaise with outsource Finance regarding bill payments)
Assist Director, Employee Success with Human Resources tasks including working with local vendors on benefits, business visas, etc.
Assist the management team with executive administrative duties, including expense reports as needed.
Assist the IT Lead with IT projects in Australia
Assist with travel management and booking itineraries for domestic/international travel.
Organize office social events (happy hours, team building, etc.)
Assist with company projects as required.
Provide general admin support to Marketing Director to assist in the coordination of marketing programs, and database maintenance
Onboard new employees, set up workspaces for them, order business cards, computers, etc.
Reporting: Assist weekly and monthly reporting as required by the Leadership team
Other duties as assigned
Excellent communication, writing, and organizational skills
Well organized with very high attention to detail
Expert in Microsoft Word, PowerPoint, and Excel
Self-directed and able to manage multiple projects under aggressive timelines and expectations
You must be an Australian Citizen or Permanent Resident to apply
Nice to Have
Experience in administration, project coordination, and operations