Reception Support- 185

Location: Melbourne
  • Industry: Administration & Office Support
  • Work Type: Permanent
  • Salary: 0
  • Posted: 16 Jul 2025
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Position Description

Position Title: Office Administrator and Receptionist

Position Status: Full Time (9.00 am/9.30 am – 5.00 am/5.30 pm)

Report to: Reporting to the Directors and General Manager

Major Goal: To oversee the administration tasks associated with the office, provide administrative support to key team members and to ensure a smooth and efficient reception operation.

 

Key Responsibilities

ADMINISTRATION

  • Monitor and maintain adequate stocks of all stationery, including security registers
  • Monitor and maintain adequate stocks of staff uniforms, shirts, vests, polo tops, caps, security tags and PPE
  • Following up the return of ex-employee staff uniforms
  • Monitor working order of office equipment and report faults to management
  • Organise servicing of office equipment when required
  • Sort and distribute incoming mail
  • Post outgoing mail
  • Maintain office areas in a neat, clean and organised manner
  • Taking minutes/meeting notes where requested
  • Data entry
  • Organising travel and accommodation for staff and customers
  • Assisting with event requirements
  • Transposing Venue requirements into Venue requirement Smartsheet
  • Distributing venue rosters to venues
  • Assisting with diary and appointment bookings for key staff
  • Answering incoming calls and transferring to relevant staff
  • Updating company mobile phone with correct phone numbers and photos
  • To assist with the maintenance and development of the Company’s data base 

TELEPHONE TECHNIQUE

  • To ensure that all incoming calls are answered with a pleasant and welcoming tone within three rings
  • To ensure that correct Dominance greeting is recited with every incoming call
  • To filter incoming calls ensuring that telemarketers calls are dismissed
  • Efficiently transferring all calls without keeping calls on hold for undue waiting periods.
  • To ensure that all messages are properly documented and passed on to the appropriate person
  • Filtering inbound text messages and updating overnight messages to Smartsheet
  • Updates Staff & Customer numbers in mobile phone

COMPUTER/TYPING

  • Performing typing requirements from managers and ensuring an order of priority is maintained
  • Ensure that copies of all meeting minutes are filed according to IMS standards

 

PAYROLL SUPPORT

  • Reconciliation of time sheets - daily task
  • Uploading employee details into Guardhouse and MYOB
  • Managing Pay issue inquiries, noting issue, investigating issue legitimacy and completing Smartsheet for GM approval

HUMAN RESOURCES

  • Ensure that all employees have complete employee files
  • To oversee the onboarding and offboarding of employees
  • Ensure that all new employees are provided with necessary commencement and induction forms and that they are returned, completed and stored appropriately on file
  • Ensuring employee files are up to date with all compliance requirements
  • Maintaining a record of uniforms & access cards issued to all staff and monies paid
  • Prepare and send rejection and acceptance letters
  • Monitoring of Job advertisements
  • Canvasing new applicants via phone from job advertisements and short listing for interviews
  • Conducting phone screening
  • Scheduling interviews with Operation Managers
  • Onboarding successful applicants
  • Updating new employee tracker (Smartsheet)
  • Updating retired employee’s tracker (Smartsheet)

SALES AND CUSTOMER RELATIONS

Ensure thorough knowledge of all services, prices, policies, and general procedures enabling a   support role to be undertaken when required

Ensuring that customer enquiries are responded with 24 hours of enquiry

Ensure that all customer information is processed efficiently

Deal with any customer complaints in an appropriate manner

Taking appropriate action based on customer feedback

Ensure relevant departments have been notified of staffing requirements

Providing administration support to Operations staff, Technicians and Senior Management

COMPLIANCE

  • Ensure that the resources needed for the IMS are accessible
  • To oversee compliance and reporting processes and timelines
  • Maintain up to date incident/non-conformity register
  • Maintain training matrix via guardhouse compliance tracking system
  • Communicate the importance of effective integrated management and of conforming to the IMS requirements
  • Ensure that the IMS achieves its intended results
  • Keep informed of the contents of the Quality Management System, Occupational Health and Safety Management System, Environmental Management System and Information Security Management System and apply it to daily work
  • Report any information and technology security incidents or issues at work to the relevant Manager

PRODUCTIVITY

  • Responding to and always treating colleagues with professional respect and courtesy
  • Being self-motivated, able to follow directions accurately and to work as an integral part of a team
  • Responding to all customer enquiries in a professional and timely manner

OTHER

  • Any other projects or duties which may arise from time to time, as directed by Management.
  • Maintaining an appropriate office demeanour and upholding appropriate appearance, dress standards and personal hygiene in line with a corporate business office

 Ensure you are not affected by alcohol or drugs

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