Regional Operations/Office Coordinator at Willow

Operations, Full-Time, Melbourne melbourne full-time
Posted 15 days ago

Founded in 2017, Willow is a global technology start-up. The WillowTwin™ is a disruptive IoT/Data SaaS that unlocks the true potential of smart buildings and infrastructure. We are writing a new chapter in human history, with unprecedented resource optimisation and management empowered by data. 
For the second year in a row (2020 & 2021), Willow has been ranked in Linked In's Australian "Top 25 Start-ups". You will be joining a team of performance-driven individuals, backed by the most advanced technology the built world has ever seen. We are chartering a new course, Digital First, the Willow Way. Our 'Willow World' is fast-paced, nurturing and collaborative.

Willow is a dynamic, high-growth tech business that strives to put customers and its people at the center of its operations.
This person will be a key point of contact in the region playing an important role across 3 key aspects: (1) regional office & workplace management, (2) local event management support for Willow events, and (3) serving as a champion for global operational initiatives.

This role reports to the Global Head of Corporate Operations and dotted line to the Local Regional Ops Lead(s).

Roles & Responsibilities:

  • Support regional communications related to office policy and updates
  • Make sure region-specific workplace compliance requirements are managed in coordination with the Global Ops team
  • Manage the office reception desk (where we have a physical office) for all meet and greet activities and ensure that all meeting rooms are cleaned and available for meeting bookings
  • Support regional communications related to office policy and updates.
  • Liaise with relevant office coordinators and regional building facilities teams to ensure that access points and related maintenance activities are known to the Willow stakeholders for the Sydney office and remote support as needed to our other offices in capital cities.
  • Ensure that the office supplies are managed effectively; organise the weekly grocery orders in the main office and ensure satellite offices have relevant supplies;  Where practical, ensure proper storage and cleanliness of the food and other common areas  
  • Organise catering and kitchen placement of team or company lunch or other social events.
  • Ensure adequate cleaning is in place from Facilities support and in line with P&C guidelines for safe workplaces. Liaise with P&C and Facilities portals to ensure this activity aligns with relevant guidelines.
  • Maintain the office administration folder; meeting room bookings as requested by ELT and other key members; manage any meeting conflicts
  • Process all office-related expenses for approval; Ensure timely updating of invoicing, and provide expense management support for operational activities
  • Provide and update access cards for new starters and leavers and maintain the registry of allocations.
  • Act as the primary point of contact for business mail coordination and collection
  • Manage and coordinate mail, deliveries, and gifts as requested to ensure critical correspondence is distributed or scanned to the team or person and deliveries, etc are tracked effectively.
  • Work with EAs and P&C teams to coordinate office memberships or access for new starters, existing team members, and guests on an as-needed basis.
  • Provide and update access cards for new starters and leavers and maintain the registry of allocations.
  • Support ad hoc administrative needs of international guests and employees for access passes, IT access, and inclusion in social events or guidance on local needs.
  • Work with the global operations team in ensuring regional activities are aligned to company-wide corporate standards and policies and raise issues should there be any concerns requiring region-specific solutions
  • Event and Wellbeing support for in-house events:
  • · Partner with Marketing, P&C, and/or customer-facing teams to ensure catering and related support is organised efficiently, in line with budgets, and accommodates dietary needs for both health and inclusivity for Willow’s diverse employee group.
  • · Partner with event production teams as required by Marketing and Partnerships to support administration and approved access related to the event needs.
  • · Support regional teams with social bookings in local restaurants as needed and approved, Christmas party support, and other team-wide event logistics and in-house diversity events.
  • · Partner with relevant teams on activities, publications, showcases, and other materials for an onsite updates on company-wide events for the region like wellbeing and other and liaise with Willow QAPE/ Intranet Management to make sure this is reflected online.
  • · Partner with the marketing team to support general admin support and logistics for Willow All Hands and Willow Collective as needed.
  • · Partner with Marketing, Partnerships, Sales, and P&C for adequate stocks of Willow merchandise to be available for key events and branding 
  • Willow is proudly diverse. We work to create an equitable and inclusive experience for candidates and employees, where people from different backgrounds have an opportunity to succeed. Join us in our mission to digitise the built world!

    If you are eager to work in a fast-paced, high growth tech start-up based on collaboration and open communication, then Willow could be the place for you. We at Willow never give up, we work smart, we care about our fellow human beings, and we always put our best foot forward.

    To find out more, visit the website: