Position Title: Administrative Assistant / Receptionist
Location: Yarra Valley Estate, Yarra Valley, VIC
Reports To: Operations Manager / General Manager

About Us

Yarra Valley Estate is a unique eco-conscious venue nestled in the Yarra Valley, offering caravan storage, accommodation, and a thriving Edible Forest. Set on serene grounds, we provide a welcoming, nature-connected environment for a wide range of clients and guests. We pride ourselves on our holistic approach to hospitality and sustainability.

Position Summary

We are seeking a highly organised, proactive, and customer-focused Administrative Assistant/Receptionist to support the smooth operation of our venue. This role is responsible for front desk management, accommodation bookings, and delivering exceptional guest experiences. You will also support our Caravan Storage and Edible Forest teams, assist with hospitality services, and handle general administrative tasks.

Key Responsibilities & Functions

Reception & Customer Service

Greet and welcome visitors, clients, and vendors with a warm and professional demeanour

Manage phone, email, and walk-in enquiries promptly and courteously

Assist guests with accommodation check-ins and check-outs

Handle service requests and reservations across departments

Maintain a clean, organised, and inviting reception area

Administrative Support

Provide admin support across all YVE departments

Prepare and distribute correspondence, invoices, receipts, and service updates

Maintain accurate records of contracts, bookings, and payments

Support communication flow between departments

Data Entry & Record Keeping

Maintain and update databases for accommodation, caravan storage, and the Edible Forest

Accurately log client interactions, contracts, and transactions

Assist with generating reports on facility use, trends, and customer feedback

Facility Coordination

Support coordination of maintenance for storage areas and Edible Forest

Log and escalate facility-related issues and client concerns as needed

Performance Areas

Customer Service

Prompt response times and appointment scheduling

Efficient check-ins/outs and problem resolution

Positive customer feedback and satisfaction metrics

Support for tour and event coordination

Administrative Accuracy

High standard of data entry and document management

Timely processing of invoices and payments

Teamwork & Communication

Strong collaboration across departments

Support achievement of sales and operational targets

Effective reporting and forecasting

Support front of house team with hospitality when needed.

Training & Development

Active participation in team development initiatives

Commitment to personal learning goals and upskilling

Openness to feedback and process improvement

Requirements

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Excellent written and verbal communication skills

Strong attention to detail and time management

Ability to lift and carry materials as needed

Preferred Experience

Experience using Xero for account management

Previous hospitality or reception experience highly regarded

If you are passionate about guest service, have a keen eye for detail, and thrive in a dynamic, eco-focused environment, we would love to hear from you.