Yarra Valley Estate is a unique venue in the Yarra Valley offering caravan storage, accommodation, and an edible forest, providing a serene, eco-friendly environment to a wide range of clients and guests. We are seeking an organised and customer-focused Administrative Assistant/Receptionist to assist with front desk operations, manage accommodation bookings, and provide exceptional guest services. In addition to administrative tasks, this role involves handling guest check-ins and check-outs, assisting with hospitality-related services and supporting the YVCS and Edible Forest teams with their guest experiences and bookings. This role is vital to ensuring smooth venue operations, excellent client experiences, and the management of accommodation, billing and guest services for visitors.

Key Responsibilities and Functions.

Reception and Customer Service:

• Greet and welcome visitors, clients, and vendors with a friendly and professional demeanour.
• Handle phone, email, and in-person inquiries related to caravan storage, accommodation bookings, and edible forest tours.
• Assist clients with reservations, check-ins, and service requests, ensuring a positive experience.
• Maintain a clean and organised front desk and reception area.

Administrative Support:
• Manage the scheduling and allocation of caravan storage spaces, providing updates to clients regarding availability and renewals.
• Maintain accurate records of storage contracts, payments, and client details.
• Prepare and distribute correspondence, invoices, receipts, and service-related updates to clients and to other departments of YVE

Data Entry and Record Keeping:
• Update and maintain client databases for both caravan storage, accommodation bookings and the edible forest.
• Keep precise records of payments, client interactions, and contracts.
• Assist in preparing reports on facility usage, customer trends, and service feedback.

Facility Coordination:
• Help coordinate the maintenance and inspection of the caravan storage areas and edible forest.
• Respond to client concerns regarding the venue facilities and escalate issues to management when necessary.

Customer Service

• Lead response time
• Appointment scheduling and accommodation check in/check outs
• Timely problem solving and issue resolution
• Customer satisfaction rates and feedback
• Event and Tour coordination Administrative Accuracy
• Data Entry accuracy and record keeping
• Document Management
• Timely Payment Processing Teamwork and Communication
• Internal communication efficiency
• Collaboration on Sales Targets
• Effective reporting and forecasting Training and Development
• Team development participation
• Learning goal achievements
• Skill development
• Implementation of feedback
• Future Training development tools

Requirements:
• Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Primarily office-based some travel components required.
• Requires occasional lifting and carrying of materials and equipment.
• Must be able to work flexible hours, including evenings and weekends and travel as necessary.

Additional Experience:
• Experience with Xero account management software advantageous.
• Experience with RMS accommodation software.