Receptionist / Administration Officer

About Cubic

When you join Cubic, you become part of a company that creates and delivers technology solutions in transportation to make people’s lives easier by simplifying their daily journeys, and defense capabilities to help promote mission success and safety for those who serve their nation. Led by our talented teams around the world, Cubic is committed to solving global issues through innovation and service to our customers and partners. 

We have a top-tier portfolio of businesses, including Cubic Transportation Systems (CTS) and Cubic Defense (CD). Explore more on Cubic.com.

Job Summary

The Receptionist & Administration Officer is responsible for reception and general administration duties. Incumbents of this role will work under general supervision and direction.

Essential Job Duties and Responsibilities

• Receive visitors to the premises, notify relevant company personnel and maintain the visitor register log; arrange for and coordinate access cards, employee ID’s and business cards as required. iPad is charged. Ensure all temporary passes have been returned
• Ensure the reception area and adjoining meeting rooms are refreshed throughout the day, kept clean, neat and tidy.
• Process new staff and staff leavers in Workday, ensuring all site passes are collected and access disabled. ID photos to be uploaded on Workday
• Before each holiday, confirm voice recorded announcements are changed and updated; Check tenancy doors are locked and phone diversions are in place. Air-conditioning has been arranged with base building management for staff working during this period.
• Provide footage and door report for management as required
• Ensure the dashboard information in the reception area is up-to-date. Report difficulties; refresh and re-start dashboards when advised of outages
• Maintain and manage conference room calendars, including making booking for staff to ensure no meetings are overlapping nor have conflicting meetings at the same time
• Manage the cabcharge scheme, issue and return of IT equipment HDMI Cables, Remotes and Jabras kept at reception
• Undertake travel and accommodation arrangements for management and other personnel
• Collect, register, file and distribute incoming and outgoing correspondence in various document control systems
• Arrange couriers and taxis as required by management
• Arrange on-site parking with Base building management as required by management
• Order promotional, lanyards and drink bottles and other Cubic branded products as required by management
• Liaise with Canon for servicing of multi-function printer/copiers
• Prepare Purchase Requisitions in SAP;  Purchase order receipting, and code invoices for approval
• Maintenance office and kitchen supplies (the latter include first aid kits, milk order and fruit box deliveries)
• Assist the Facilities team by reporting and liaising with Building Managers on facility maintenance queries
• Assist the Facilities team with purchasing of appliance, crockery, cutlery and glasses for the breakout rooms
• Organise and/or assist with company functions; and arrange catering for meetings as and when required
• Arrange for flowers and gifts as requested by management
• Assist with employee service award programs where required
• Ensure reception and kitchen area are clean and tidy
• Maintain document storage including recalling and archiving of files
• Ensure the office is stocked with stationery, office kitchen items, coffee accessories, fruit and milk.

General Duties and Responsibilities

• Comply with Cubic’s Quality Management System
• Comply with Cubic Occupational Health, Safety and Environment policies and procedures
• Comply with security in accordance with established policies and procedures of the organisations
• Comply with Cubic Human Resources Procedures
• Other duties as requested

Minimum Job Requirements

Qualifications

Desirable:

• Certificate in Office Administration or equivalent

Skills/Experience/Knowledge

Essential:

• Minimum 3-5 years’ experience in a receptionist position including general office administration
• Excellent Microsoft Office skills

Personal Qualities

• Outgoing, enthusiastic and organised
• Excellent verbal and written communication skills and excellent phone manner
• Able to work autonomously whilst contributing to the team
• Can do attitude with great time management skills and the ability to multitask
• Ability to develop sound relationships and represent the company as the first point of call
• Professional manner

Condition of Employment

The successful outcome of a National Police Check