Office Assistant (m/f)

Descripción de la oferta

ZIMMERMANN is one of Australia's leading and most respected fashion labels. In Australia, ZIMMERMANN maintains a collection of stand-alone stores across the country, creating seductive and dynamic retail destinations that reflect the brand’s modern and optimistic aesthetic. Demand from its growing international clients has seen the opening of ZIMMERMANN stores in the United States, United Kingdom and Europe.

At ZIMMERMANN, the enjoyment, engagement and satisfaction of our clients is at the heart of our brand vision. Achieving this goal relies on the passion, energy, collaboration and creativity of high performing talent within our team across the world. It also requires a key strategic focus on hiring professionals who will push the creative boundaries and explore the possibilities within every area of our organisation.

We are looking for an Office Assistant for our headquarters in Paris.

Reception

• Manage reception duties and building security to ensure a professional environment to welcome company visitors, staff entry and service providers
• Monitor appointments to ensure office is prepared for meeting and greeting clients
• Maintaining the reception and showroom areas
• Answering and forwarding incoming calls and taking messages when necessary
• Assisting seasonal campaign catalogue mail outs to VIPs & VIP WS Clients
• Coordinate a roster for covering the front desk during business hours in conjunction with the wholesale Assistant.

Operations

• Overseeing general office operation and manage potential issues if/when they arise including cleanliness standards are maintained in the kitchen and restrooms.
• Ensuring maintenance levels are resolved including, for example - lighting, showroom, conference room, IT equipment, storage spaces
• Coordinate with IT department in Sydney on all IT requirements and office equipment requirements
• Coordinate any office moves, space requirements and seasonal showroom preparation in conjunction with relevant management.
• Manage conference room to ensure efficient use of space
• Provide alternative meeting space options in the case of overlapping meetings or insufficient department space.
• Address employee queries regarding office management issues (e.g. stationery, travel arrangements, postal goods)
• Manage office budget in conjunction with HR
• Collect and distribute post
• Find and pursue cost reduction opportunities
• Manage reimbursements of business expenses
• Ensure policies and procedures are followed and escalate to HR as breaches are identifiedPartner with HR to maintain and update office policies as necessary, including ensuring effective processes are in place to meet WHS requirements
• Maintaining and updating telephone directories, email directories, and daily staff listing office notification
• Book couriers and taxi’s, where required

Executive Support

• Partner with Executive Assistant, AU, to ensure business practices are consistent globally Provide executive assistance to the President & teams while travelling to Paris
• Provide executive assistance to Directors while in Paris
• Support Senior Executive domestic and international travel, transportation and accommodations with guidance from Executive Assistant, AU
• Build relationships with hotels and vendors in order to receive best rates for the business
• Promote a positive team environment and develop open channels of communication

Wholesale

• Seasonal Market preparation in coordination Sales assistant & Sales Director
• Assist with planning and executing VIP client eventsEnsure the brand is represented correctly within the showroom environment

HR

• Support HR administration requests as required

WHS

• Participating in the development of a safe and healthy workplace.
• Complying with instructions given for your own health and safety and that of others, in adhering to safe work procedures.
• Co-operating with management in its fulfilment of its legislative obligations.
• Taking reasonable care to ensure your own health and safety and that of others
• Reporting any injury, hazard or illness immediately, where practical to Human Resources or a supervisor.
• Not placing others at risk by any act or omission.
• Not willfully or recklessly interfering with safety equipment.

Key Performance Indicators

• Successfully manages expectations as defined by managers
• Smooth operation of the office on a daily basis
• Efficiently and effectively provides general assistance to the Executives
• Accurately coordinates all travel and associated documentation for all team members
• Ensures office events are carried out on time, and within budget
• Supports with management and delegation of tasks to interns when in the office
• Accurately performs monthly reconciliations of receipts with credit card statements
• Reception area is consistently organized and well maintained

Why work with us?

· Bespoke development plans and access to strong mentors and industry leaders

· Ongoing Training & Development to grow your career within Zimmermann

· Seasonal uniform provided to all team members

· Generous Employee Discount and Bonus Structure

· Employee Referral Program with the opportunity to earn bonuses for successful placements

· Opportunity to progress your career within an Australian global luxury brand, including international opportunities

· Work with high-end fashion and alongside fellow passionate and dedicated Zimmermann team members