Job Summary:

We are looking for a friendly and organized Receptionist and Office Administrator to manage the front desk and support the office with administrative duties. The successful candidate will act as the first point of contact for visitors and clients, handle phone calls and emails, and assist with a variety of office tasks to ensure smooth operations. The ideal candidate will possess strong communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

Key Responsibilities:

• Greet and welcome guests, clients, and visitors in a professional and courteous manner.
• Answer, screen, and direct phone calls in a polite and efficient manner.
• Respond to general inquiries and provide relevant information or direct calls to appropriate departments.
• Manage office visitors and ensure they are registered and directed to the correct department or individual.
• Handle mail and deliveries, including sorting, distributing, and preparing outgoing packages.

• Provide administrative support to the office, including filing, photocopying, scanning, and organizing documents.
• Assist in preparing reports, presentations, and correspondence.
• Maintain office supplies inventory and order supplies as needed.
• Organize and schedule meetings, appointments, and conference calls for team members.
• Coordinate travel arrangements and accommodation bookings for employees or guests, when required.

• Ensure the office space is clean, organized, and welcoming for staff, clients, and visitors.
• Maintain and update office calendars and schedules for meetings and events.
• Handle office equipment maintenance and ensure functionality (e.g., photocopiers, fax machines, computers).
• Monitor and maintain the office environment, ensuring safety and compliance with health and safety regulations.
• Assist with managing the office's vendor relationships for services such as cleaning, IT support, and maintenance.

• Organize and maintain both physical and electronic files, ensuring that documents are filed correctly and are easily accessible.
• Ensure that office documentation is up to date, including contracts, invoices, and client-related paperwork.

• Assist with organizing and coordinating office events, conferences, or meetings as required.
• Help prepare materials for internal and external events, including setting up venues and managing attendee lists.

• Use office management software and tools effectively for scheduling, document management, and communication.
• Maintain accurate data in office management systems, such as client databases and office records.
• Assist in generating reports, handling invoicing, or managing calendars using the office software systems.

• Reception Duties:
• Administrative Support:
• Office Management:
• Documentation and Filing:
• Coordination and Liaison:
• Effective Use of Office Software:

Qualifications:

• Proven experience as a Receptionist, Office Administrator, or similar role.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities effectively.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Professional phone etiquette and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.
• Previous experience in customer service or administrative roles is preferred.

If this sounds like the opportunity you have been looking for, then we’d love to hear from you. Please apply ASAP! Alternatively, please do not hesitate to directly reach Tiffany Thor via email to [email protected] or call 0410 663 712