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, airconditioning, 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, 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, dishwasher cleaned daily, coffee machine purged 3-5x weekly
• General daily tidying of office including meeting rooms, collaboration spaces, breakout/kitchen area
• Maintain stationary stock, pens, posts, markers, whiteboards, etc
• Office registration tool (Officely) maintaining, engaging, ensuring attendees are registered, 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.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, with international/interstate travelers, welcoming, arranging rooms, passes, and catering as needed.
• Concur and Coupa are our programs for expenses and purchasing that you will manage for all purchases, submitting receipts and reports.

Events

• Being the point person to support and coordinate office and external events
• Team member parties; End of year, mid-year, etc
• In office e.g. EatUp volunteer sessions, Daffodil day,
• Meet ups; Code like a girl, Women who code, FemCodelab
• Individual Team connections as requested
• Office / venue bookings,drafting and sending communications to encourage participation and engage team members
• RSVP lists, catering dietaries, space setup support- furniture, tech (with IT/Video team) etc
• Taking the initiative on ways to keep our people connected, e.g., pancake day in the office, monthly lunch…
• Ensure Working 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). And 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. And 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.