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:
- Robust 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.
📌 Reception/Administrative Assistant (Part-Time)
🏢 Pan Macmillan Australia
📍 Sydney