AddressDBG PURPOSE
To provide affordable access to quality products and services that improve health outcomes for all Australians whilst creating and sustaining value for community pharmacy.
DBG VALUES
Our values of Pioneering, Accountability, Collaboration, and Tenacity are the PACT our team members make to be our best every day and work together to deliver this vision and create a great place to work.
POSITION PURPOSE
The Receptionist & Office Coordinator will work collaboratively with the Office Manager by providing high level customer service and administrative support to Sydney Office Team Members, customers, and clients.
The Receptionist & Office Coordinator will be responsible for answering visitor and consumer inquiries about the company including its products, services and mergers, directing visitors to their destinations, sorting and announcing incoming mail, organising outgoing mail and liaising with couriers, answering incoming calls reception line and customer service lines ad-hoc, receiving and distributing the arrow consumer forms via the arrow inbox, receiving a distributing any photographic evidence sent by consumers or pharmacies via the reception inbox, setting appointments, filing, record keeping, data entry and performing a variety of other office tasks. All duties are expected to be performed in a confidential, professional, effective, and efficient manner.
You will also be responsible for enhancing the overall customer experience by implementing and coordinating the ongoing growth strategies to build online sales and customer traffic. A good understanding of e-commerce and digital platforms as well as a genuine appreciation for health, beauty, personal care and wellness and innovation is key to being successful in this role.
Front of House/Reception Duties
- Ensure all customer complaints or adverse events are reported to the correct team member within 48 hours of receiving the information, as per DBG company policy.
- Manage Reception inbox and ensure all photographic evidence is distributed to the correct team member.
- Liaise with mail pickup and delivery service provider, daily distribution of mail. Manage tracking details of all outgoing mail.
- Daily mailing statement for outgoing mail to be completed before 3.00pm. Ensure all mail orders are delivered by or on the delivery ETA.
- Couriers – Receive and dispatch as and when needed. Ensure the appropriate staff member is promptly notified of a delivery.
- Retrieve and distribute night switch voice mail messages each morning. If voicemail contains little to no information, ensure all appropriate and relevant information is collected by following up with the caller before distributing the information to the appropriate team member.
- Manage the electronic visitor sign-in system. Ensure all visitors and guests sign in upon arrival and sign out upon departure. Distribute visitor passes when necessary to external and internal clients and ensure they are safely returned upon client departure.
- Always keep reception desk clean and tidy to maintain a professional image to visitors. If the reception desk is unattended, ensure all devices have been logged off or logged out to ensure confidential and sensitive documents are not readily available and/or cannot be easily accessed by others.
- Reception line must be attended to between 8.30 am – 5:00pm AEST Monday to Friday. If reception may be unattended, prior notice to the support team to cover is required, where possible.
- Keep register of Visitor and Temporary office access swipe cards. Ensure an amount of 5 or more activated visitor passes are kept in a secure place at reception ready to distribute upon arrival of a client or contractor.
- Train other staff in areas of reception duties to ensure constant presence in event of absence.
- Ensure all spreadsheets are updated with the most recent information.
- Undertake duties as per the reception procedures manual - update when required.
- Maintain and updated list of employee motor vehicle registrations that have been allocated company car parking.
- Assist in the coordination of internal meetings. Ensure the meeting rooms are always presentable. Take a note to check before and after a scheduled meeting.
- Data entry, typing, filing, record keeping (limited/adhoc and as required).
- Conduct quarterly safety inspections of the office.
- Adhere to the DBG Health, Safety and Wellbeing policy, procedures and systems.
- Maintain a clean and orderly workplace. Ensure the reception desk is presentable at all times.
- Take reasonable care for own and others health and safety.
- Keep track of milk expiration dates and dispose of any out-of-date/expired perishables.
- Send weekly communication to the office team members regarding removal of goods from the fridge/kitchen to ensure cleanliness
- Participate in health and safety training. Ensure all first aid packs are current and up to date.
- Lead by example and demonstrate strong commitment to safety in the workplace with colleagues.
- Identify hazards and incidents in the workplace and if not immediately controllable, report and inform hazards and incidents in accordance with policy to relevant persons and management. Ensure these hazards are promptly communicated to all office team members that may be unaware to prevent accidents or injuries.
- Assisting in the on-going maintenance of a safe work place through support and involvement in the implementation of safe systems of work in accordance with DBG policies and procedures.
- Provide support to Office Manager when on personal/annual leave.
- Work effectively within the DBG team on all aspects pertaining to business and develop strong working relationships.
Skills & Knowledge
Essential
- Ability to work highly autonomously and is able to work well in a team when necessary.
- High level of emotional intelligence and interpersonal skills with the ability to develop strong working relationships
- High level of self-awareness.
- Well-developed administrative and organisational skills with an ability to prioritise a variety of tasks and competing demands.
- Demonstrates strong problem solving and analytical skills by thinking outside of the box.
- Ability to work under pressure in a fast-paced environment.
- Proactive, professional and customer-focused approach to all aspects of the role. Demonstrates high level of care with customer or client issues, displaying empathy.
- Excellent time – management skills.
- Excellent listening skills.
- Demonstrate initiative and a commitment to continuous improvement within a team environment.
- Encourages personal and professional growth within the company and applauds, praises and accepts change.
- Is highly adaptive.
- Excellent written and verbal communication skills with a high level of attention to detail.
- An understanding of and complete commitment to confidentiality as well as efficiently handling confidential and sensitive material in a professional manner.
- Excellent skills in Microsoft Office 365 including Word, Excel, PowerPoint, Outlook, SharePoint, OneDrive, Forms, etc.
- Interest in Beauty, Healthcare and/or Pharmaceuticals.
- +2 years in an Office Manager/Office Coordinator Role.
- Location: 10 Bridge St, Sydney CBD
- Excellent company culture and generous salary and benefits!
