Workplace Coordinator

Capacity: Part-time / Full-time Location/classification: Melbourne / in-person Role responsibilities and tasks: Office and Facilities

• Liaising with building management e.g. fit out works, plumbing, supplies, car park, building maintenance, etc.
• Liaising with suppliers/vendors for maintenance e.g. Zip water filters, air conditioning, sanitary bins emptied, bulk rubbish removal, HOW group furniture.
• Maintain and optimise the infrastructure & facilities of the office (office space, hardware, software, team perks, kitchen, team events).
• Ordering and stocking of food each week, including bread, milk, snacks, meats, vegan and vegetarian options.
• Liaison with the cleaners, ensuring all stock levels of supplies and cleaning is complete as per the cleaning schedule e.g. hand soap, paper towels, towel service, toilet paper, sanitary items.
• Kitchen upkeep, including daily cleaning of the dishwasher and purging the coffee machine 3-5 times weekly.
• General daily tidying of the office including meeting rooms, collaboration spaces, and breakout/kitchen area.
• Maintain stationary stock, including pens, posts, markers, whiteboards, etc.
• Maintain the office registration tool (Officely), ensuring attendees are registered and running reports.

Administration & Reception

• Mail/postage collection and posting for all departments, incoming and outgoing, from post offices/couriers.
• New hire swag pack ordering.
• Front of house/reception duties e.g. answering intercom, deliveries, mail collection.
• Writing communications about office updates, using Officely and Slack to engage team members and keep them updated.
• Acts as receptionist, welcoming guests and customers by greeting them in person or on the phone; answering or directing inquiries.
• Visitor support for international/interstate travelers, welcoming, arranging rooms, passes, and catering as needed.
• Manage expenses and purchasing using Concur and Coupa for all purchases, submitting receipts and reports.

Events

• Serve as the point person to support and coordinate office and external events.
• Organize team member parties; End of year, mid-year, etc.
• Coordinate in-office events e.g. EatUp volunteer sessions, Daffodil day.
• Facilitate meet-ups; Code like a girl, Women who code, FemCodelab.
• Support individual team connections as requested.
• Manage office/venue bookings, drafting and sending communications to encourage participation and engage team members.
• Maintain RSVP lists, catering dietaries, and provide space setup support with furniture and tech (with IT/Video team).
• Take initiative on ways to keep our people connected, e.g., pancake day in the office, monthly lunch.
• Collaborate with People Ops on maintaining budgets.

Why You'll Love Working Here: There is a lot to love about working at Vista. We are an award-winning Remote-First company. We’re an inclusive community. We’re growing (which means you can too). To help orient us all in the same direction, we have our Vista Behaviors which exemplify the behavioral attributes that make us a culturally strong and high-performing team. About Us: Vista is the design and marketing partner to millions of small businesses around the world. For over 20 years we’ve been inspired by small businesses, and we work incessantly to deliver solutions to their evolving needs. VistaCreate, 99designs by Vista, and VistaPrint, all under the parent brand Vista, represent a full-service design, digital, and print solution, elevating small businesses’ presence in physical and digital spaces and powering them to achieve success. Vista is focused on making great marketing and design accessible to every small business owner, allowing them to create a cohesive brand image for use in-store, online, and on-the-go. Commitment to Diversity, Equity, & Inclusion: Vista exists to help our customers live their dreams. Each dream is unique – and the Vista team needs to be as well. We believe in the unique contributions of everyone within a diverse global organization. We are collaborative, inclusive, and innovative. We strive to role model and live an inclusive culture of fairness, respect, and belonging for all. We work together to empower each other, creating a space in which each of us can spark our next great idea. Equal Opportunity Employer: Vista, a Cimpress company, is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, sex, national or ethnic origin, nationality, age, religion, citizenship, disability, medical condition, sexual orientation, gender identity, gender presentation, legal or preferred name, marital status, pregnancy, family structure, veteran status, or any other basis protected by human rights laws or regulations. This list is not exhaustive and, in fact, in many cases, we strive to do more than the law requires. #J-18808-Ljbffr