Office Operations Coordinator

Avanos Medical; Alpharetta (GA); On-site; USD 60,000 - 90,000; Full time

Job summary

Avanos Medical is seeking an Office Operations Coordinator in Alpharetta, GA to support the Country Manager ANZ and the broader team. The role covers calendar management, travel bookings, meeting coordination across time zones and event planning, with a focus on efficient office operations and confidential handling of information.

Responsibilities include coordinating meetings, processing expenses, managing requisitions, and providing administrative support across regions.

Qualifications

• Min 5-7 years Executive Assistant experience supporting senior management
• Experience in managing large meetings and conferences
• Budget management experience
• Experience in dealing and negotiating with outside suppliers
• Initiative and problem-solving ability
• Autonomous and team-oriented working style
• Advanced MS Word, Excel, Outlook and PowerPoint skills
• Accuracy and attention to detail
• Strong planning and organisational ability
• Effective communication skills
• Ability to manage multiple tasks and stakeholders
• Experience in managing travel bookings
• Ability to interpret multiple data sources and provide recommendations
• Ability to prioritise and complete tasks on time and in full
• Ability to work with tact and diplomacy

Responsibilities

• Provide an accurate and efficient level of administration support to the Country Manager, ANZ and related stakeholders
• Extensive diary coordination, screen calls and organise agendas for international visitors
• Coordinate complex meetings across multiple time zones and arrange meeting rooms/Video conferences
• Manage expense reports and purchase requisitions; filing and confidential information handling
• Support travel bookings, events planning and site operations to ensure smooth office workflow
• Plan and coordinate high-profile international, regional and local events
• Travel arrangements for management and staff with visa support where necessary

Skills

Multitasking

Communication

Problem solving

Time management

Autonomous working

Stakeholder management

MS Word

MS Excel

Outlook

PowerPoint

SharePoint

Attention to detail

Tools

SAP

SharePoint

Job description

Requisition ID: 7304

Job Title: Office Operations Coordinator

Job Country: Sydney

Here at Avanos Medical, we passionately believe in three things:

• Making a difference in our products, services and offers, never ceasing to fight for groundbreaking solutions in everything we do;
• Making a difference in how we work and collaborate, constantly nurturing our nimble culture of innovation;
• Having an impact on the healthcare challenges we all face, and the lives of people and communities around the world.

At Avanos you will find an environment that strives to be independent and different, one that supports and inspires you to excel and to help change what medical devices can deliver, now and in the future.

Avanos is a medical device company focused on delivering clinically superior breakthrough solutions that will help patients get back to the things that matter. We are committed to creating the next generation of innovative healthcare solutions which will address our most important healthcare needs, such as reducing the use of opioids while helping patients move from surgery to recovery. Headquartered in Alpharetta, Georgia, we develop, manufacture and market recognized brands in more than 90 countries. For more information, visit www.avanos.com.

Responsibility Area One:

Major Action:

Provide an accurate and efficient level of administration support to the Country Manager, ANZ. Supporting both high profile requests whilst ensuring decisions, meetings and information is prioritised, progressed and received across the multiple disciples of the business.

• Extensive diary coordination
• Screen calls, respond to enquiries
• Organise agendas for international visitors
• Coordinate complex meetings across multiple time zones
• Arranging meeting rooms, video conference & conference calls
• Expense reports
• Raise purchase requisitions
• Filing
• Exercise appropriate discretion with confidential and sensitive information
• Maintain an effective follow-up system to ensure deadlines and work commitments are met
• Other projects as requested
• Ad hoc

Responsibility Area Two: Administration Support

Major Action:

Provide an accurate and efficient level of administration support.

Initiate the streamlining of work practices for the business to ensure smooth work flow processes and the work environment remain in line with business and safety requirements. Ensure the smooth running of the Avanos office.

• Arrange meetings
• Arranging meeting rooms, video conference & conference calls
• Ordering catering
• Raise purchase requisitions
• SAP invoice approval
• Managing temp requests
• Regional Contact Lists
• Christmas Annual Leave
• FBT Expenditure
• Amex travel statement reconciliation
• Upload announcements and documents to SharePoint
• Filing
• Post
• Exercise appropriate discretion with confidential and sensitive information
• Maintain an effective follow-up system to ensure deadlines and work commitments are met
• Assist cost control by and use of supplies, services and equipment
• Other projects as requested
• Ad hoc

Responsibility Area Three: Event Planning

Plan, coordinate and manage high profile international, regional and local events

Event planning will include location and venue selection, travel, accommodation and operational logistics, budget management, collateral preparation, agenda preparation and collation, catering, coordination of team events and onsite management of the event.

Responsibility Area Four: Travel Bookings

Major Action:

• Booking and co-ordination of all travel arrangements for Management Team, team members, international visitors and others when required.
• Booking travel on-line through our automated system and directly through our travel provider for both domestic and international requirements.
• Liaising with regional offices for transfers and accommodation requirements.
• Providing each traveller with sufficient and appropriate information including all approval documentation for expense purposes.
• Extensive preparation of travel agenda and supporting documentation for management and international visitors.
• Arrange travel visas if necessary.

Required Qualifications:

• Min 5-7 years Executive Assistant experience supporting senior management
• Experience in managing large meetings and conferences
• Budget management experience
• Experience in dealing and negotiating with outside suppliers
• Initiative and problem-solving ability
• The ability to work autonomously and effectively in a team environment
• Advance level of skills with MS Word, Excel, Outlook, PowerPoint
• Accuracy and attention to detail
• Strong planning and organisational ability
• Effective communication skills
• Ability to management multiple tasks and stakeholders
• Experience in managing travel bookings
• Ability to interpret multiple sources of data, analyse and provide recommendations
• Ability to prioritise and complete tasks on time and in full
• Ability to work with tact and diplomacy

Preferred Qualifications:

• Health Care industry knowledge
• SAP experience

Avanos Medical is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.

Join us at Avanos

Join us and you can make a difference in our products, solutions and our culture. Most of all, you can make a difference in the lives, people, and communities around the world.

Make your career count

Our commitment to improving the health and wellbeing of others begins with our employees - through a comprehensive and competitive range of benefits. We provide more than just a salary - our Total Rewards package encompasses everything you receive as an employee; your pay, health care benefits, retirement plans and work/life benefits.