Workplace Coordinator

At THE ICONIC, we issue the call to live your way, to liberate yourself from meaningless constraints. It’s time to reach for a better tomorrow, to spend less time searching and more time finding. We are inclusive and inspiring and – as your go-to destination for fashion, sport, beauty and more – we exist to liberate our customers through choice.

Our Facilities and Workplace team is driven to deliver to our internal and external customers on the amazing promise that is THE ICONIC and Customer Liberation. Our facilities and workplace team is an amazing multi-talented group of professionals who have skills and experience across facilities management, preventative and corrective maintenance, workplace services, site engineering, project management, contract management, compliance certifications, physical security and asset management. Our purpose is to provide safe, sustainable, and engaging facilities that all employees enjoy working in to deliver the promise to our customers that is THE ICONIC.

Reporting to the Facilities and Workplace Manager, the Workplace Coordinator focuses on creating a memorable experience for THE ICONIC employees and visitors across each of our ICONIC Hubs. The Workplace Coordinator is also responsible for ensuring the workplace is well maintained and ready for our employees, with a focus on health and safety and basic facilities management and maintenance.

Key Responsibilities include:

• Manage front of house operations - opening and closing Reception each day, diligently checking the front of house and our main meeting rooms.
• Act as a host, creating an exceptional experience for our visitors and employees by welcoming them, registering them in our visitor management system, directing and announcing them appropriately.
• Manage a number of email inboxes, responding to and escalating a variety of internal and external enquiries.
• Manage all incoming and outgoing deliveries and mail, assisting with courier bookings and mail collections, notifying recipients through our mail management system.
• Work closely with the People & Culture and IT teams in THE ICONIC’s onboarding and offboarding programs including the preparation and delivery of equipment, management of access to work related systems and building access.
• Manage all workplace related inventory including ordering office-related consumables such as kitchen consumables and stationery.
• Ensure our workplace meets Health & Safety standards by conducting regular inspections and am quick to act when improvements are needed.
• Provide comprehensive administrative support to the COO including calendar management, booking travel arrangements, scheduling meetings and working closely with the EA Manager and EA team.
• Ensure timely management of invoices and purchase orders, working closely with the Internal Accounts team.
• Assist with general Facilities Management by raising requests, managing contractors onsite and am across all works being undertaken at my hub.
• Have exceptional communication, relationship building and stakeholder management skills.
• Have a continuous improvement mindset and love learning about new opportunities and streamlining processes.

What it takes:

• Experience in a workplace, customer service or office management role, ideally on a busy and dynamic reception desk, with exposure to Facilities and Health and Safety management.
• Strong communicator who has excellent stakeholder management
• Understand the importance of confidentiality and appropriate communication and information sharing with regards to Executive functions and privileged information.
• A confident multi-tasker and enjoy working in a fast paced, growing environment - often unsupervised and working individually.
• A positive and motivated individual who is proactive and able to take on ad hoc, sometimes unexpected duties
• Diligent, with excellent attention to detail.
• Flexible in relation to this role’s responsibilities as Operations and Supply Chain is Dynamic.
• Flexible in travelling between sites to provide coverage and support when required (primarily located in Yennora).

Life at THE ICONIC:

From our ways of working to our growth mindset and sustainable approach, we each add unique value and have an incredible amount of fun doing it! People are our greatest asset and our ICONITE experience is designed to empower you to do your best work.

Here’s what to expect when you join THE ICONIC:

• The learning collective. Get your knowledge fix with our learning days, hackathons and access to LinkedIn Learning
• Parents at THE ICONIC. Access to our parental leave program and an extra day off for your kids' first day of school every year
• Birthday leave. Enjoy a paid day off for your birthday and an ICONIC voucher to treat yourself
• Curate your style. No matter what your style is, we have got you covered with our Amazing staff discount and our famous sample sales
• Wellbeing. Access to our discounted gym memberships and wellbeing programs
• People first. Access to our Employee Assistance Program for you and your family
• Volunteer days. Work as a Charity Partner with Thread Together for society and environmental change.
• Furry friend. We are a dog friendly office for anyone who wants to bring their fur baby to work.
• Refer a friend. Enjoy a $4,000 referral reward for successfully referring someone to THE ICONIC!

We are committed to providing reasonable arrangements to all individuals participating in our application and interview process, and while performing job functions. If you require any accommodations or adjustments prior to the submission of your application or throughout your interview process, please contact our Talent Acquisition team directly: talent.acquisition@theiconic.com.au