Receptionist, Part Time

6 months ago

Sydney, Australia Kennedys Law Full time

Kennedys is looking for a Receptionist to join Sydney office on a permanent part time basis, 2 days a week. The working days are Monday and Friday.

Kennedys is a global, UK-based firm, and has had a presence in Australia since 2006, opening an office in Sydney. Kennedys is proud of its friendly and supportive workplace culture.

The Receptionist creates and maintains professional relationships with fee earners, the administration team, business services, building management, vendors and suppliers. The Receptionist works professionally and courteously with clients to grow client relationships.

**Key responsibilities**

**Reception**:

- Maintain a professional front of house with a high standard of presentation at all times, including the coordination of meeting rooms and set up equipment as required.
- Be the first point of contact for incoming calls. Transfer as appropriate.
- Manage receipt of e-faxes. File and forward as appropriate.
- Collect, sort, scan and deliver incoming mail, couriers and deliveries etc. Book, track, package and deliver outgoing mail, couriers etc.
- Assist with travel arrangements for Sydney staff, adhering to the travel policy. Escalate any breaches of the policy to the Office Manager.
- Monitor, maintain and order stationery, kitchen supplies, office furniture and other supplies in accordance with budget controls set by the Office Manager.
- Organize catering for seminars, events and business development initiatives as directed in accordance with budget controls directed by the Office Manager.
- Under instructions of the Finance team, manage and reconcile the petty cash and attend to banking when necessary.
- Track and communicate visitors from other Kennedys offices to the Sydney staff and Office Manager.

**Office Facilities**:

- 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.
- Maintain, with the Office Manager, all Health and Safety requirements, including maintenance of safety equipment and organising training for First Aiders and Fire/Evacuation Wardens. Take on the role of ‘Head' Fire/Evacuation Warden.
- 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.
- Empty and manage confidential recycling bins.
- Assist the Office Manager with new joiner / leaver tasks as assigned.
- Liaise with the IT Helpdesk to assist with the resolution of any significant IT issues. Manage any issues related to office IT, telecommunications, photocopiers/printers and other office machinery. Escalate problems to the Office Manager in a timely manner.
- 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**
- Proven experience as a receptionist or in a similar customer service role.
- Excellent communication and interpersonal skills.
- Strong organisational and multitasking abilities.
- Proficiency in MS Office and familiarity with office equipment.
- A positive, can-do attitude with a passion for providing outstanding service.

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