Office Administrator

Overview

Office Administrator role at Ticketmaster. The role provides frontline support at the Ticketmaster and Live Nation Melbourne head office. You will work closely with another receptionist to ensure continuous front desk coverage, particularly during breaks, maintaining uninterrupted reception operations throughout the day.

Responsibilities

1. Greeting and Welcoming Visitors
   • Warmly greet visitors upon their arrival.
   • Ensure visitors feel comfortable and are directed to the appropriate person in a timely manner.
   • Attend to all visitors and contractors entering the building, ensuring they are properly signed in and passes issued accordingly.
   • Take messages for staff; know their whereabouts and when/where they can be contacted if necessary.
   • Keep the reception area neat, organised, and welcoming.
2. Managing Incoming Calls
   • Effectively handle all incoming calls through the reception area.
3. Handling Correspondence
   • Collect, sort, prioritise and distribute incoming mail daily. Ensure mail that has been delivered to Reception is collected and distributed within the specified time or follow up uncollected mail.
   • Prepare outgoing mail and packages, ensuring timely and accurate dispatch.
   • Process external mail daily for Australia Post and other entities.
   • Arrange courier and other delivery services.
   • Typing of internal memos and non-confidential correspondence.
4. Administrative Support
   • Provide general support to office staff and management.
   • Manage office supplies and inventory, placing orders as necessary.
   • Maintain and manage all schedule of bookings for the Boardroom and meeting rooms and Main Stage on the Ground Floor.
   • Assist with planning and organising company events, meetings and conferences.
   • Arrange catering and logistics for events and meetings.
   • Maintain staff and client contact phone lists.
   • Administration support including archiving offsite and travel bookings.
   • Action job service requests on various service management tools for the building and liaise with contractors on any issues relating to the building.
   • Arrange courier and other delivery services both locally and nationally.
   • Perform other administrative duties when directed by the Executive Assistant.
5. Security and Access Control
   • Monitor and manage access to the office, ensuring security protocols are followed.
   • Prepare and issue security passes for staff and visitors accordingly.
   • Manage the security pass register including monthly audits on all passes to meet PCI compliance requirements.
   • Complete a daily audit to ensure all passes have been returned and deactivate any that are not.
6. Customer Service
   • Address and resolve basic inquiries and complaints.
   • Provide excellent customer service, ensuring all interactions reflect the company's professionalism and standards.
   • Handle inquiries and assist visitors and contractors in a timely, courteous manner.
   • Take messages for staff and keep them informed of contact details and whereabouts.
   • Support mail distribution across all companies and assist with ticket stock, collector tickets, merchandise, and gift cards distribution as required.
   • Assist with booking and managing Boardroom and meeting room schedules; assist with event setup and catering as needed.
   • Prepare stationery orders and office supplies as necessary; manage catering for meetings or events.
   • Maintain staff and client contact phone lists.
   • Prepare and issue security passes for staff and visitors; maintain visitor security pass registers.

What you need to know (or technical skills)

• Proficiency with the Microsoft Office package.
• Well-developed interpersonal and communications skills.
• Proactive mindset and initiative.
• Organisational abilities and attention to detail.
• Strong commitment to service excellence.
• Ability to work independently and as part of a team.

You (behavioural skills)

• Passionate about delivering service excellence.
• Proactive and self-disciplined.
• Polite and courteous; acts with integrity and accuracy.
• Excellent communication skills.
• Strong organisational and multitasking abilities.
• Dependability and punctuality for front desk responsibilities.
• Proven experience as a receptionist, office manager, or similar administrative role desirable.

Life at Ticketmaster

We are proud to be a part of Live Nation Entertainment, the world's largest live entertainment company. Our vision is to connect people around the world to the live events they love. We do it with passion and a diverse culture driven by accessible leaders, attentive managers, and enthusiastic teams. If you're passionate about live entertainment and want to work at a company dedicated to helping fans experience it, we want to hear from you.

Equal Opportunities

We are committed to our people and going beyond rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will support work-life balance. As a growing business we encourage development of professional and personal aspirations, and welcome applicants irrespective of gender, race, sexual orientation, religion, age, disability, or caring responsibilities.

Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Entertainment Providers

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