Office Coordinator

6 months ago

Melbourne, Australia JV Recruitment Full time

[Subject]

Position Description

Position Title: Reception and Administration Coordinator

Reporting to:
General Manager, Finance and Administration

Accounts Payable/Payroll Officer

Liaises with

internally:
All Staff

Liaises with

externally:
Subcontractors

Suppliers/Trades

Customers

Purpose of the

position:
To act as the frontline ambassador for the business by greeting visitors and

answering calls as well as assisting Accounts Payable and the Finance team and providing

general administrative support to all staff to assist with the smooth operation of the

business.

Essential Criteria:
Experience in previous administration and/or coordination roles

Strong time management & prioritising skills

Able to work well under pressure

Proficient computer skills with experience in Microsoft Office suite

Excellent interpersonal skills

Excellent attention to detail

Excellent verbal and written communication skills

Friendly, easy going and professional manner

Ability to work autonomously

Demonstrate a team approach and willingness to ‘help’

Ability to meet deadlines

Excellent customer service skills

Ability to use initiative

Demonstrated ability in managing the internal switchboard and directing to the correct contact.

Ability to pass along all messages accurately and to the appropriate person.

Preferred Criteria:
Databuild Experience

Previous experience as a Receptionist.

Previous experience with Accounts payable.

Behaviours

& Values

Required

**Teamwork**

Contribution to the team reflected in flexibility, working well with others, good communication and completion of tasks

**Customer Focus**

Focus on outcomes for the business and the ability to meet customer needs and requirements.

**Positive Work Ethic**

This includes a ‘can-do ‘attitude, positivity and the ability to get things done. Follow through and completion of tasks.

**Loyalty to the Job & Business**

Ability to take ownership of own job and ability to think of consequences of actions. Initiative shown within the role.

**Honesty and Integrity**

Treating the workplace, other staff, and the business environment with respect.

Key

Performance Indicators

**Contribution to Financial Results**

Minimise errors to ensure maximum productivity

Actively seek ways to minimise expenses.

**Contribution to Client Satisfaction**

Ensure all calls are answered in a timely, friendly, and professional manner.

Ensure callers names and company details are captured accurately.

Ensure all calls are forwarded to the appropriate person.

Ensure accuracy of telephone messages.

Manage AP inbox in a timely manner.

**Contribution to Business Process**

Adhere to all company policies and processes

Actively seek ways to streamline reception and admin responsibilities to improve efficiencies.

Tasks and Responsibilities

**For the Workplace**
- Adhere to all human resource policies including but not limited to anti-discrimination, workplace bullying and victimisation
- Adhere to workplace health and safety policies and proactively contribute in maintaining a clean and safe work environment
- Display a positive attitude and be an active member of the team
- Treat others with respect
- Follow direction provided by senior members of the team
- Actively demonstrate the behaviours and values outlined above

**For the Job**
- Answer and direct all phone calls in a professional, friendly and helpful manner
- Ensure all messages are recorded accurately and passed on in a timely manner
- Welcome visitors and ensure signing in/out obligations are followed correctly
- Managed start of day/end of day open/close main reception door
- Manage start of day and end of day main reception telephone system
- Accept deliveries from couriers, checking correct number of items and description, sign and advise recipient of their arrival.
- Coordinate any internal events such as morning teas and the catering of meetings in the office with external parties if required.
- Order, receive, unpack and store stationery and office consumables for head office and site.
- Assist accounts payable officer with tasks daily.
- Provide coverage of Accounts Payable officer role when on leave.
- General administration and office duties as directed by General Manager of Finance and Accounts Payable.
- Actively contribute to the organisation in a positive manner.
- Manage external suppliers for office administration - e.g. cleaning company, bin collection etc
- Manage allocations of new and old IT equipment e.g. laptops, phones, sim cards etc for new and existing staff.
- IT Coordination for new starters.
- IT project Coordination.
- Management of Optus bill.
- Maintenance of Contact list and contact details in Databuild for Mfiles usage.
- Maintain and coordinate door security maintenance in the office.
- Ongoing general office maintenance as needed e.g., making sure kitchens are and consumables refilled, bin management etc.
- Plant & Material Management;
- Ensure servicing & m

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