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 4 days (Monday - Thursday) 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.)

Royalties and Payments:

Duties as directed by Royalties and Rights Manager

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

Basic finance tasks, including familiarity with payments to suppliers

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!

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