Key Accountabilities
* Reception & Front-of-House Management
o Operate the main switchboard, answering, screening, and directing all incoming calls in a professional manner.
o Greet all clients, visitors, and suppliers, ensuring all front-desk and visitor protocols are followed.
o Maintain the reception, boardroom, and common areas in a clean, professional, and orderly state.
o Manage general reception email correspondence.
o Availability to work specific days only as required for this casual receptionist position is essential.
* Mail and Correspondence
o Manage the daily collection, sorting, and distribution of all incoming mail and courier deliveries.
o Prepare and dispatch all outgoing mail and arrange courier services as required.
o Collate all finance-related correspondence (invoices, statements) and forward to the Accounts department for processing.
o Maintain a systematic filing system for key correspondence and documentation.
* Administrative & Financial Support
o Administer the employee expense claim process by collecting all relevant receipts and documentation.
o Prepare expense reports by numerically coding receipts onto spreadsheets for scanning and review.
o Forward completed expense documentation to relevant approver and Finance department for final processing.
o File all processed expense claims accurately and in accordance with company procedure.
o Booking for inductions and medical appointments.
* Office Administration
o Monitor and maintain inventory levels for all office and kitchen stationery and supplies.
o Procure all office supplies as required, utilizing approved vendors (e.g, Officeworks) and ensuring adherence to budget.
o Receive and unpack all supply deliveries, ensuring correct stock allocation.
* Executive & General Support
o Provide travel and administrative support for the General Manager, which includes:
o Arranging bookings with the designated travel agent for flights, accommodation, and hire vehicles.
o Verifying correct seating arrangements on flights, using secondary methods if necessary to ensure the itinerary reflects the correct seating position.
o Ensuring a completed, finalized copy of all bookings and itineraries is placed in the GM's office travel tray.
Key Selection Criteria
* Essential Requirements
* To thrive in this role, you will demonstrate:
* Professionalism and excellent presentation at all times
* Reliable
* Genuine passion for customer service and client satisfaction
* Resilience, flexibility, and resourcefulness in a fast-paced environment
* Mature, responsible, and self-motivated attitude
* Confidence to work autonomously while being a supportive team player
* Strong initiative and a bright, friendly personality
* Open-minded approach and willingness to take on new challenges or additional duties
* Desire to succeed and the ability to work with a sense of urgency
Skills and Experience
* Minimum 1–2 years of experience in a corporate reception or office administration role
* High-level proficiency in Microsoft Office Suite — particularly Outlook, Word, and Excel
* Basic data entry level Excel proficiency is required for expense reporting tasks
* Experience operating a multi-line switchboard or phone system
* Superior organisational skills with strong attention to detail, especially with itineraries or numerical data
* Excellent written and verbal communication skills and a polished, professional demeanour
* Proven ability to multitask, prioritise, and work independently
* Strong understanding of discretion and confidentiality
* Australian citizenship or permanent residency (work rights essential)
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