Receptionist/administrator

1 month ago

Sydney, Australia Kennedys Law Full time

Kennedys is looking for a receptionist on a 12 month contract, this is a maternity leave cover position. The primary purpose of this role is to run a professional front of house experience for clients and guests as well as providing administrative assistance to the Sydney and Brisbane office.

**Team**

The Receptionist reports to the Office Manager and works closely with the Facilities colleagues including Office Coordinator and Legal Support Team Leader to ensure the office runs smoothly and effectively for clients, staff and guests.

**Key responsibilities**
- Be the first point of contact for Kennedys Sydney office. Maintain a professional front of house with a high standard of presentation at all times.
- Meet and greet clients and guests, announce to host where appropriate.
- Operate the Sydney and Brisbane switchboard via Teams (note this is mínimal and approx. 6 calls per day). Engage, transfer and take messages where appropriate.
- Offer and serve beverages to clients and guests.
- Manage the meeting room bookings, including approving bookings, managing conflicts, allowing set up and pack down.
- Run the set up and pack down of meetings and events and employing assistance from the Office Coordinator where appropriate.
- Manage receipt of e-faxes. File and distribute in line with procedures.
- Sort, scan and deliver incoming mail, couriers and deliveries etc. Book, track, package and deliver outgoing mail, couriers etc.
- Monitor, maintain and order stationery, kitchen consumables, staff gifts and other consumables in accordance with budget controls and procedures set by the Office Manager.
- Organise catering for seminars, events and business development initiatives as directed in accordance with budget controls and procedures..
- Track and communicate visitors from other Kennedys offices, including administrating and logging temporary pass allocation.
- Providing administrative assistance to the new starter and leavers process including:

- enabling and disabling user accounts with suppliers, courts and authorities.
- captures photos of new starters and provide to internal departments.
- Maintain a professional back of house with a high standard of presentation at all times, including
- attending to the general cleanliness of the kitchen and general office area.
- cleaning, stocking and managing the presentation of the quiet rooms and meeting rooms to ensure they are ready for use at all times.
- Assist, with the Office Manager and Office Co-ordinator, Health and Safety requirements of the office. Take on the role of Fire/Evacuation Warden to assist with the client area should an emergency occur.
- Assist the Office Manager with maintenance of the condition of the office to a high standard (both electronic and soft furnishings) and liaise with building management with regard to cleaning, repairs and maintenance as directed.
- Provide administrative assistance on projects, reviews and audits.
- Notify any security breaches to the Office Manager and if IT related to the Security Group as per the Security policy.
- Adhere to privacy compliance including General Data Protection Regulation with the Office Manager and HR Manager.
- Suggest improvements on office services/facilities policies and procedures.

**Required experience**
- Proficient in using office software (e.g., MS Office).
- Strong organisational skills and attention to detail.
- Experience in managing schedules and coordinating appointments.
- Customer service experience, with excellent verbal and written communication skills.

If you are detail-oriented, resourceful, and possess a proactive attitude, we invite you to apply

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