Founded in 2017, Willow is a global technology start-up. The WillowTwinâ„¢ 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.

Summary of role:

This is a key role in making our teams and our clients feel welcome in our workspaces and be part of a global administrative support group.

There are 3 key aspects to the role including (1) Regional office administration activities combining reception and facilities activities, (2) Administrative support to the P&C team and accounts payable functions, and (3) Local event management support for Willow events.

This role reports to the Global Head of Corporate Operations and dotted line to the Local Regional Ops Lead and/ or HR Business Partner. As the main point of contact for regional office administrative tasks, you will provide a seamless, professional, and engaging introduction to Willow premises for all clients, facilities stakeholders, and Willow team members.

Roles & Responsibilities:

Work with EA's and P&C teams to coordinate office memberships or access for new starters, existing team members, and guests on an as-needed basis.

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.

Act as the primary point of contact for business mail coordination and collection.

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 stationery needs are managed effectively and manage the weekly grocery orders, ensuring storage and cleanliness of food spaces (e.g., pack dishwashers, etc).

- Organise and distribute the weekly grocery orders in the main office and ensure satellite offices have relevant supplies and where practical ensure the storage and superficial cleanliness of the food areas (e.g., pack dishwashers as needed).

- 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.

Manage the office administration folder, meeting room bookings as requested by ELT members and manage any meeting conflicts.

Process all office-related expenses for approval and provide expense management support for nominated ELT members.

Provide and update access cards for new starters and leavers and maintain the registry of allocations.

Maintain office administration folders as needed in the region.

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.

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.

Ensure timely updating of invoicing, expenses, and office-related costs (including P&C expenses) are updated in the expense management system for timely approvals.

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

Provide administrative support to the Regional P&C team, with a particular focus on the Talent Acquisition team. Tasks include:

Coordinate and schedule interviews for priority roles and where requested, book meeting rooms or corporate space.

Complete reference check processes as part of the hiring process

Support the candidate process as a key contact for the candidate on TA recruiting activities (virtual candidate concierge)

Coordinate onboarding activities with TA, P&C, IT, People Managers, and directly with new starters to ensure a smooth welcome to Willow.

Update TA/ candidate spreadsheets to support overall headcount tracking.

Partnering with EAs was needed to align global diaries for candidate interviews.

Partner with local TA teams in the region to support tracking and reporting updates of TA activities for ELT and Finance reporting.

Ensure new starter boxes are prepared and available in line with new starter volumes and sent out in line with guidelines.

Event and Wellbeing support for inhouse events:

Partner with Marketing, P&C, and/or customer-facing teams to ensure catering and related support is organized 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 P&C team and wellbeing champions to support publications, showcase, and other publication material for an onsite update on wellbeing events and liaise with Willow intranet teams 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

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.

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!

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