Receptionist & Office Coordinator

1 week ago

Sydney, New South Wales, Australia Arrotex Pharmaceuticals Pty Full time

Position Title
Receptionist & Office Coordinator

Department
Executive Office

Reporting Line
Senior People & Culture Business Partner

Direct Reports
N/A

Location
Arrotex Pharmaceuticals, 10 Bridge St, Sydney CBD

Updated
November 2023

ARROTEX 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.


ARROTEX VALUES

It is a requirement of all Arrotex positions that work will be undertaken in line with the Arrotex values of Innovation, Collaboration, Accountability, Integrity, and Perseverance.


POSITION PURPOSE

The Receptionist & Office Coordinator will work collaboratively with the Office Manager by providing high level customer service and administrative support to Arrotex Sydney Office Team Members, Arrotex Pharmacy Representatives, 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.

ACCOUNTABILITIES AND RESPONSIBILITIES

  • Include the list and the percentage of their duties._

Accountability Area

% of Role

Key Activities and Responsibilities
Coordinate & provide administrative support across the Arrotex Sydney Head Office

45%

  • Provide excellent customer service to all internal staff and external customers. Maintain confidentiality by ensuring contact details of all team members are not disclosed at any time.
  • Coordinate and manage the smooth running of the Sydney Office. This involves engagement with Stockland (Building Owners) and managing maintenance issues (e.g. plumbing, coffee machines, electricians, air conditioning, cleaning). Ensure any issues reported by team members are promptly investigated and resolved.
  • Check and tidy meeting rooms before and after each meeting.
  • Ensure that the copier/stationery rooms are clean, tidy and free from all OHS hazards at all times, any stationery deliveries are to be packed away upon delivery.
  • Manage the kitchen facilities (inc packing and running dishwasher, cleanliness for daily running, clean up/outs reminders etc.).
  • Ensure all business activities comply with internal rules and procedures.
  • Weekly staff amenities orders and remaining within Sydney office budget (groceries, cleaning products etc). Ensure the office has a fair supply of salt, pepper, sugar, napkins, cutlery, crockery, milk, fruit and snacks.
  • Set up and pack down of all office functions (internal/external meetings, morning teas etc).
Front of House/Reception Duties

45%

  • Provide professional customer service to all internal and external customers, including:
  • the triage of phone calls to the Sydney office reception number;
- o lodging customer complaints for QA reporting adverse events to patient safety;
- o providing back-up support to Customer Service lines as required.

  • Ensure all customer complaints or adverse events are reported to the correct team member within 48 hours of receiving the information, as per Arrotex 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.
  • Manage the electronic visitor signin 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 registe

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