Receptionist

7 months ago

Ringwood, Australia Anderson & Associates Full time

Position Description - Receptionist

Title: Receptionist

Reporting to: Office Manager
***
- Frontline representative of the firm, including maintaining reception area and managing the phone system.
- Provide support to Partners/Office Manager to facilitate the day to day administration functions to enable them to free up time to focus on helping clients achieve their goals.
- To meet the business’s needs by attending to client service and administrative requirements
- **ADMINISTRATION RESPONSIBILITIES**:

- Managing and directing incoming calls
- Greeting clients in a friendly and professional manner
- Diary management
- Direct client contact for organising meetings and arranging appointments, ensuring the Partners and other Accounting staff are well prepared for meetings
- Incoming and outgoing mail management;
- Document management, creation, scanning and filing
- Preparation of client correspondence using Anderson & Associates templates as required and directed by partners and accounting staff
- Maintaining a client relationship management system and electronic document management system
- Ensuring that addresses are maintained and updated in Xero Practice Manager (Business Management Database).
- Maintaining presentation and supplies of reception, kitchen, and meeting areas
- Ensuring adequate stationery & supplies are available;
- Be able to take on the overflow in other areas and other staff jobs as required
- Assist with office administration duties as requested by Partners and accounting staff including:

- Binding of accounts
- Photocopying of documents
- Filing
- Marketing, newsletter and related promotional activities including mail merges
- Assist Partners with the finalisation of client jobs including collation of documents, distribution to clients, invoicing and job closure.
- Ensuring a polite, friendly relationship with staff is maintained and developed
- Ensuring a polite, friendly relationship with Clients is maintained and developed
- General office administration support to partners and office staff.

**POSITION COMPETENCIES**
- Ability and confidence to manage reception desk and mail autonomously;
- Strong customer service ethos;
- Sound computer literacy;
- Experience with Xero, Dropbox, and cloud-based systems (preferred);
- Strong interpersonal skills and the ability to communicate effectively (written and verbally) with all levels of the organisation;
- A high level of attention to detail;
- Exceptional organisation skills and ability to manage routine tasks;
- A proactive and intuitive work ethic and a desire to continually go above and beyond what may be required.

**POSITION EXPERIENCE REQUIRED**
- Proven experience in a professional office environment
- Proven experience with a busy multi-line telephone system
- Proven experience with office software such as Microsoft Office
- Sound knowledge of general administration processes
- Proven typing ability
- Maturity and responsibility

**POSITION EXPERIENCE DESIRED**
- Experience using accounting and business systems including:

- Xero
- Xero Practice Manager
- Knowledge of and/or experience using:

- Dropbox
- Adobesign
- Workflow management - professional services
- Experience using tax office portal

**Job Types**: Full-time, Permanent

**Salary**: $45,000.00 - $60,000.00 per year

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Ringwood, VIC 3134: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- MS Office: 1 year (preferred)
- Front desk: 1 year (preferred)

Licence/Certification:

- Driver Licence (preferred)

Work Authorisation:

- Australia (required)

Work Location: In person

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