About the role

Are you confident, highly organised, proactive, and great at keeping things running smoothly? We’re looking for a Receptionist and Office Support person to be the first point of contact for our office (including staff and visitors) and ensure daily operations of office administration flow seamlessly.

This is a Part-Time role, based in our Sydney Office for 3 days (Tues - Thurs) from 9am to 5pm.

What you'll be doing

Reception and Office and Mailroom Coordination:

• Be the welcoming face at reception, greet visitors, and manage calls and emails with high level customer care and professionalism
• Oversee the reception inbox, ensuring inquiries are directed efficiently
• Schedule and manage meeting room bookings, ensuring proper setup
• Order and maintain office supplies, including stationery, kitchen essentials, and mailroom stock
• Organise catering for board, publishing meetings and company events (including training and wellbeing events)
• Update book displays in reception and meeting rooms
• Keep common areas tidy (all meeting rooms, print room and kitchen), coordinate kitchen and meeting room maintenance

Mailroom and Distribution:

• Collect, sort, and distribute incoming mail daily
• Prepare and organise outgoing mail and parcels, ensuring timely dispatch
• Coordinate internal office distributions (new release books, proofs, international titles, etc.)
• Manage large mailouts, including marketing and promotional materials
• Maintain and update internal mailing systems, spreadsheets, and databases
• Arrange couriers and oversee Australia Post pickups
• Implement and improve mailroom systems as needed

General Administration and Support:

• Track and issue cab charges for employees
• Support staff with ad hoc administrative tasks as needed
• Coordinate flu and covid jab bookings and other annual office initiatives
• Maintain and update office access pass records
• Oversee yearly office clean up and archive day, coordinating donations and returns
• Schedule large waste collection, e-waste disposal, and special cleaning services
• Manage relationships with external service providers (tradespeople, cleaning contractors, etc.)

What you will bring:

• Strong organisational and multitasking skills with keen attention to detail
• Punctuality and reliability
• Excellent communication and customer service abilities
• A proactive and problem-solving mindset — able to anticipate needs and take initiative
• Experience in office administration or a similar role is a plus
• Familiarity with mailroom logistics, OHS procedures, or basic finance tasks is advantageous but not required

If you love keeping things running smoothly and enjoy being the organised go-to person in a busy office, we’d love to hear from you!

This is an entry level position that would ideally suit a candidate who has an strong interest in publishing and working long term in the publishing industry.

Please submit your resume and a covering letter, outlining why you would like to work at Pan Macmillan Australia and addressing the criteria above.