Receptionist/Administration Assistant

Sydney, New South Wales, au
Company: Initiative
Category: Office and Administrative Support Occupations
Published on 2021-07-30 06:19:05

Position Summary

The Receptionist/Administration Assistant, Buckingham Street, is based on Level 1 and is the first point of contact for Mediabrands and all the MB business units within the building.

This ‘front of house’ role requires excellent people skills, with a personable and professional disposition. The primary function of the role is to provide high quality customer service when greeting clients and media representatives over every medium. The role will also include a variety of tasks relating to the maintenance and smooth running of the Reception area/function and wider office. Whilst providing support to the Office Manager and Administration team as required, this role also includes opportunities for co-ordinating and taking ownership of specific activities and small projects.

This is a permanent full-time role. There may be times when extra hours are required, however this would be on terms agreed with both parties.

Job Responsibilities

  • Operation of the Reception Desk and front-of-house services

  • Welcome and greet all visitors, ensuring that they are attended to in a timely and professional manner, offering refreshments

  • Maintain discretion in sensitive situations, ensuring visitor confidentiality if appropriate

  • Ensure that the reception area, meeting rooms, kitchen and utilities areas reflect the high standards of Mediabrands at all times

  • Answer, screen and direct all incoming telephone calls for all MB business units, “announcing” callers when necessary and taking clear messages.

  • Manage music for Levels 1, 2 & 3 (to be on all day)

  • Organise and distribute incoming and outgoing mail and deliveries

  • Book and organise couriers for local and interstate outgoing deliveries including liaising with IT team on moving equipment such as laptops and monitors

  • Organise pick up, distribution and disposal of daily Newspapers
  • Partner with the Office Facilities Manager to ensure office facilities and space on Levels 1, 2 & 3 are maintained in good working condition while also maintaining stock and cleanliness of the office including tea station, beverage fridge, stationery, meeting rooms and print rooms. Ordering stock for kitchen and stationery rooms.

  • Manage & maintain the roster Lunch & tea breaks

  • Office Administration and Project Management

  • Coordinate events / meetings and boardroom bookings / media activations / pitch events as required using all staff calendar, including but not limited to management of attendees, invitations, venues and catering

  • Liaise with various caterers to manage catering within budget for internal/external meetings and events including coffee runs

  • Organise monthly cakes for Staff Birthdays within Buckingham St
  • In collaboration with Office Manager, maintain local documents ie. floor plans, organisational charts, emergency contacts, staff phone lists and supply lists

  • Assembling and distributing all New Starter packs and assisting new starters with HR Paperwork

  • Support the Office Manager, and wider Mediabrands Administration Team (EA’s and Office Facilities Manager)

  • Expenses and travel co-ordination support when required

  • Desired Skills & Experience

  • Experience and skill in dealing with the public in a corporate environment in a courteous and professional manner

  • Office administration capabilities and strong organisation skills

  • Sound knowledge of Microsoft Office Suite

  • Capacity to work independently with excellent attention to detail

  • Ability to plan ahead and deliver agreed outcomes on assigned tasks

  • Ability to communicate effectively with all levels of staff

  • Demonstrate the need to maintain a high level of confidentiality

  • Be hygiene-aware (eg. food handling, setting up catering for events) including WHS requirements

  • Effectively time manage to complete a variety of duties in a busy environment

  • Ability to problem solve, discuss and resolve issues efficiently

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