Address Job Title
Office Services Assistant/Receptionist
Job Location
Melbourne
Job Type
Business Services
Country/Territory
Australia
Region
Asia Pacific
Description
We are currently searching for a Office Service Assistant/Receptionist for a Full Time contract of 16 Months in our Melbourne office.
The focus of the role is to complete general administrative and facilities tasks and to assist with the efficient day-to-day running of the office and reports to the Melbourne Office Manager.
Key responsibilities
Administration
Implement the Record Management Policy for the retention, protection, retrieval, transfer and disposal of records, both onsite and off-site.
Manage incoming and outgoing mail daily.
Organise courier bookings as required.
Attend adhoc local deliveries and court filing requests.
Reception
Cover reception as required.
Answer incoming calls to the switchboard and redirect them to the intended recipient.
Greet clients and offer refreshments and ensure meeting room are presentable and ready for client use.
Catering
Maintain catering consumables in the kitchens including tea, coffee and condiments.
Ensure catering equipment including the coffee machines are cleaned, functioning and sufficiently stocked.
Events
Assist the Events Manager with organising and preparing the office for onsite events.
Facilities
Work with the Office Manager to ensure the smooth day-to-day operations of the Melbourne office.
Maintain the kitchen area to ensure that it is clean and tidy.
Ensure utility rooms are fully stocked with paper and consumables including stationery.
Coordinate office moves after consultation with the local partners.
Regularly check the office to ensure that all offices are clear and clean and that all hardware (air conditioning, printers etc ) are in working order.
Assist with the set-up of IT equipment including PC's and phones as well as AV equipment.
Provide coordination support to the Office Manager and the Facilities & Administration Manager (APAC) for all local facilities matters.
Ensure the tasks detailed on the Annual Facilities & Admin Schedule are completed in the timeframes detailed in that policy. Tasks include:
Monthly fridge cleans;
Weekly Facilities Audits;
Updating posters and signage.
Procurement
Maintain relationships with local vendors for facilities and office supplies.
Maintain stationery supplies in the office and order adhoc stationery as required
Reconcile invoices and prepare for them to be processed ensuring that all products and services are allocated to the correct matter number.
Security
Manage the security passes for the office which includes:
Preparing security passes for new starters;
Cancelling lost or stolen passes;
Completing quarterly audits of the internal and base building security system.
WH&S
Ensure a safe working environment by regularly inspecting the premises for workplace health and safety hazards. Report any damage or issues with building management and attend to maintenance issues.
Ensure first aid kits and fire blankets are stored correctly and up to date.
Carry out quarterly stocktakes of the First Aid kits in the office.
Organise Senior First Aid Course training for First Aid Officers.
Skills & Experience:
'Can do' attitude
Experience in a customer service or hospitality role
Administration experience is preferable but not required
A professional and polished presentation with clear and concise communication
Ability to work collaboratively in a team environment
A demonstrated ability to organise workloads to meet tight deadlines
Willingness to assist with all other reasonable work related requests
Strong attention to detail
Proficiency in and comfort with using technology
Proficiency in MS Outlook, Word and Excel.
