Corporate Receptionist

OVERVIEW

As the first point of contact for our clients and incoming phone calls at GeersSullivan, the Corporate Receptionist is an important representative of the organisation.

You must be well presented, courteous, enthusiastic and professional, with exceptional communication skills and be an advocate of GeersSullivan’s core values as demonstrated through their actions.

It is important you are knowledgeable about the range of services provided by GeersSullivan. Our client base consists of SME’s, Public Companies, High Net Worth Individuals and Self Managed Superannuation Funds.

REPORTING RELATIONSHIP

The Corporate Receptionist reports directly to the Practice Manager.

SPECIFIC ACCOUNTABILITIES & RESPONSIBILITIES

Reception

• Be well presented, courteous, enthusiastic and professional – you are representing GeersSullivan as the first point of contact for our clients and associates.
• Greet clients and associates, offering tea/coffee/water and ensuring they are appropriately accommodated on arrival.
• Answer incoming calls using our specific telephone etiquette and within appropriate time frames, be courteous and informative, and direct calls accurately and efficiently.
• Ensure the reception area and meeting rooms are well presented, clean and tidy.
• Ensure the reception desk is covered during times away from the desk.

Administration

• Manage emails and ATO communication portal, action and forward accordingly.
• Receive, open and date stamp incoming daily mail.
• Coordinate client communication and outgoing mail, which may include mail merges, large scale mail out folding/packing, stamping envelopes, typing addresses, express post recording, international mail and arranging couriers.
• Distribute parcels, voicemails, faxes to relevant staff as soon as received.
• Manage meeting room bookings and calendars and confirm directors meetings.
• Ensure training registers are up to date.
• Assist the Directors and Management with tasks, which may include maintaining databases, reporting, researching vendors and invoicing.
• Ordering groceries, stationery and supplies as appropriate.
• Assist with typing and collating correspondence, general administration and documentation, ensuring all documents are checked for spelling, typographical and grammatical errors, and all enclosures are included with correspondence.
• Ensure office supplies and consumables are stocked.
• Process over the phone and in person payments of invoices
• Assist with various ad hoc administration tasks, as required.

Marketing & Events

• Assist with marketing activities and events.
• On occasion, attend after hours GeersSullivan events, to assist with administration, meet and greet and registrations.
• Order catering as requested.

Other GeersSullivan Expectations

• Keep up to date and knowledgeable on GeersSullivan events and current business activities.
• Be an active and punctual member and contributor to GeersSullivan training, team meetings and firm wide activity, including events which may be outside of normal working hours.
• Comply with all Company-wide business systems and processes.
• Adhere to Company standards, including (but not limited to) working appropriate and agreed business hours, adhering to dress standards, health & safety policy, cultural standards, and maintaining a clear work area.
• GeersSullivan’s core values, goals and objectives must be fully comprehended and adhered to when speaking with clients or business associates.
• Comply with the GeersSullivan Style Guide and Visual Identity and ensure all documents being produced are in line with GeersSullivan procedures and guidelines.

PERFORMANCE STANDARDS

In addition, the work performance of the Corporate Receptionist will be evaluated on the basis of the following criteria:

• Level of communication with all clients and associates
• Taking initiative and following through with tasks efficiently and effectively
• The ability to maintain, create and suggest new processes or systems in the office
• The ability to work closely and cooperatively with staff
• Meeting or exceeding Key Performance Indicators

EXPERIENCE/KNOWLEDGE

The successful candidate must:

• Have the ability to multitask phone calls, greeting visitors and administration work
• Have high attention to detail
• Have excellent verbal, written and interpersonal communication skills
• Be proactive, enthusiastic and personable
• Be innovative and highly motivated, with the ability to think on their feet, and work effectively both in a team and individually
• Possess strong problem solving and time management skills
• Be proficient in Microsoft Office
• Have a demonstrated ability to effectively manage conflicting priorities and work well under pressure
• Have the ability to develop good working relationships with both internal and external parties

GeersSullivan is committed to providing positive employment opportunities and outcomes for Aboriginal and Torres Strait Islander people and welcome employment applications from candidates of Aboriginal and Torres Strait Islander background.

Please visit our website for more information at www.gscpa.com.au.

Applications must be accompanied with a Cover Letter addressing the above qualifications, experience and knowledge.