📌 Job Title: Receptionist / Administration Officer

Location: Rutherglen, VIC

🧭 Position Summary

Serve as the first point of contact for visitors, clients, suppliers, and staff—greeting them warmly and directing them appropriately.

Handle inbound phone and email enquiries professionally, screen calls, take messages, and forward to the relevant person.

Maintain a clean, organised and welcoming reception area to uphold a polished business image.

🛠 Key Responsibilities

Reception Duties

Greet and welcome all arrivals, register/log visitors, and issue access badges as needed.

Answer, screen, and forward phone calls quickly and accurately; ensure messages are detailed and relayed promptly. tylergriffen.co.uk

Administrative Support

Schedule appointments, maintain diaries or booking systems, and confirm meetings. Jora+13Job Description and Resume Examples+13Indeed+13

Manage inwards/outwards mail and parcels; handle courier coordination. Indeed+15Job Description and Resume Examples+15Baker Seed Co+15

Perform data entry, photocopying, filing, and preparing documents for staff. Lifely+4Job Description and Resume Examples+4tylergriffen.co.uk+4

Office Management

Monitor and order stationery, office supplies, first‑aid kits, and PPE.

Coordinate with transport/delivery personnel for accurate receiving/shipping.

Additional Tasks

Offer general clerical support: database updates, filing, scanning, preparing reports.

Maintain front‑desk security: manage access lists and assist with induction for visitors.

Help prepare meeting rooms and arrange catering as needed.

✅ Selection Criteria – Skills & Qualifications

Previous reception and administrative experience, ideally in a small business.

Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with systems like Xero or similar.

Excellent verbal and written communication skills, with a friendly and professional phone manner.

Strong organisational skills, attention to detail, and the ability to multitask under minimal supervision.

Customer-focused attitude, reliable, trustworthy, and appropriately presenting.

Team-player with capacity to assist across other office functions as needed.

🎯 Ideal Candidate

Comfortable being the face of the company—friendly, personable, and confident.

Able to take initiative within clearly defined duties and escalate issues when needed.

Experience or interest in logistics or local regional operations is a distinct advantage.

📝 Education & Experience

Minimum secondary education (e.g., Year 12).

Certificate/Diploma in Office Administration or Customer Service is favourable.

Preferably 1+ years in reception or administrative roles; industry-relevant experience valued.

⏱ Working Conditions

Full-time or part-time options depending on business needs (8:30 AM – 5:00 PM typical hours).

Based at a standalone reception desk in a regional office or facility.

🌱 Why Rutherglen?

Join a vibrant community in the heart of Victoria’s wine and agricultural region (pop. ~2,600).

Work with a team that values community relationships, efficiency and local engagement.

Opportunity to contribute meaningfully in a diversified local business environment.