Office and People Operations Specialist

Melbourne, AU

Job Description / Skills Required

Swift Navigation is hiring. Let us introduce ourselves. Swift is changing the way we navigate and understand the world. Swift’s precise positioning technology platform improves location accuracy from several meters to centimeter-level and is used by millions of devices across the globe. Swift’s technology is trusted by users across industries, enabling safer driving, improving efficiency for last-mile delivery and commercial transport operations, increasing accuracy for mobile devices and creating new possibilities for rail, robotics and machine control. That’s what we offer our customers and partners, but it’s the work we do together as a team that is the best part of our days. We collaborate—across the globe—to tackle problems, to pursue our mission and to make a real impact in the world. We are diverse, flexible, supportive and we believe our team is our most important asset and offer a host of benefits and programs to ensure that they know it.

This position successfully liaises the employee experience and supports the People department while also supporting day to day office management in a high-growth startup. The position is our recruiting scheduler, receptionist, administrator of day-to-day workplace services as well as assisting in day-to-day HR activities such as onboarding, offboarding and employee records management. We’re looking for someone with an approachable attitude and maintains positive relationships across all teams. This position reports to the VP of People and works closely with the Internal Operations Team. The ideal candidate will be highly self-motivated with a desire and capacity to learn and grow.

Responsibilities:

Office Management Duties:

  • Manage reception, greet all guests, offer them coffee or drinks and show them to their meeting rooms, expose them to our culture and hospitality. Greet delivery personnel and accept packages
  • Oversee day-to-day workplace services such as stocking supplies, working with maintenance and janitorial vendors, perform set-up and breakdown of conference rooms used for meetings and events
  • Select and order catered lunches, snacks, beverages and office supplies. Stock supplies in refrigerators, kitchen, and storage rooms
  • Maintain the kitchen by loading and emptying the dishwasher, set up and break down of catering and events, clear the refrigerators weekly 
  • Be the point of contact between Swift Navigation and building management and security. Make announcements to the team regarding building management updates and be the first point of contact for security
  • Proactively suggest and assist with culture-based events, celebrations, parties and activities
  • Work with administrative team and Director of People to organize staff social events and off-sites
  • Support onsite Melbourne office and communicate daily with SF office
  • Other ad-hoc similar duties as assigned

People Operations:

  • Work cross-functionally with recruiting and internal teams to provide assistance with managing job descriptions, rubrics, interview panels
  • Support recruiting by owning the job set up and postings, facilitate internal applications and referrals in the Applicant Tracking System (ATS)
  • Coordinate logistics for interviews including scheduling, conference room reservations, and confirmation correspondence 
  • Conduct new hire communications, coordinate with IT for timely system/equipment setup, scheduling orientation activities and obtain hiring documentation
  • Set up and assign new hire desks
  • Maintaining new hire list for marketing and website updates send out new hire gifts
  • Assist with the logistics and activities of the off-boarding-exit process 
  • Provide administrative support in the areas of employee records management and compliance
  • Additional ad hoc requests as needed

  Requirements:

  • Bachelor’s degree preferred
  • Professional experience with 4+ year with similar responsibilities
  • The ability to own, anticipate and balance multiple priorities in a fast-paced environment
  • Exhibits professional maturity, discretion and confidentiality with sensitive data and information
  • A desire to grow a career in People organization
  • Willing to help where needed, be collaborative and cheerful in nature
  • Be comfortable running general office related errands by yourself
  • Have strong organizational, planning and time management skills
  • Have outstanding customer service, a great attitude and flexibility
  • Experience working with remote teams across global time zones is preferred
  • Have professional maturity, discretion and confidentiality with sensitive data and information
  • Be willing to help where needed and be collaborative in nature 
  • Be a strong communicator with employees at every level of the company

Perks:

  • Flexible vacation, competitive salary.
  • Tech talks, mentorship programs, employee events. 
  • Growth and learning opportunities from a tech environment include working closely with an international team of scientists, engineers, platform architects, programmers, executive staff and professionals.
  • A flexible work environment including work-from-home opportunities.

Swift Navigation is a diverse and inclusive team. We are an equal opportunity employer. We welcome applicants from all backgrounds to apply regardless of race, ethnicity, religion, gender, sexual orientation, age, disability status or other defining characteristics.

Swift Navigation will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of SFPC Art.49