Administrative Support Professional

2 days ago

Sydney, New South Wales, Australia beBeeAdministrative Full time $60,000 - $80,000
Administrative Support Professional

This is a vital role within our organization, requiring exceptional communication and interpersonal skills. As an Administrative Support Professional, you will be responsible for providing proactive front office practice support and administration.

The key responsibilities of this role include:

  • Front Desk & Visitor Management
    • Greet and register all visitors, ensuring compliance with visitor protocols.
    • Allocate visitor desks and coordinate workspace requirements.
    • Provide personalized assistance to guests, ensuring their needs are met promptly and professionally.
    • Manage concierge phone calls, emails, and requests from internal and external stakeholders.
  • Facilities & Office Support
    • Order and maintain supplies for kitchen, breakout areas, meeting rooms, and utility rooms.
    • Monitor and replenish printed stationery and general office supplies.
    • Liaise with external vendors for services such as printing, courier, and other outsourced needs.
  • IT & Technical Support
    • Provide first-level IT support for guests and staff in client suites.
    • Troubleshoot basic IT issues and coordinate with IT support for escalations.
  • Meeting & Event Coordination
    • Organize internal and external meetings, including practice/group meetings, lunches, dinners, and drinks.
    • Catering coordination and seminar logistics.
    • Seminar questionnaire summaries and applications.
  • Administrative & Secretarial Services
    • Assist with expense claims, document handling, calendar and inbox management.
    • Document archiving and CR searches.
    • Updating distribution lists and telephone lines.
    • Book orders and payment requisitions.
    • Team coverage and general administrative support.
  • Business Development Support
    • Update CVs and track BD activities.
    • Maintain InterAction entries.
    • Liaise with the BD team to ensure smooth execution of BD initiatives.
  • Travel Coordination
    • Arrange travel bookings including flights, taxis, and accommodation.
    • Support travel logistics for staff and visiting guests.
  • Project Assistance
    • Provide administrative and logistical support for ad-hoc projects as required.

To succeed in this role, you will need:

  • Exceptional Communication Skills
    • Confident and professional verbal and written communication skills.
  • Interpersonal Skills
    • Demonstrates a respectful, inclusive, and collaborative approach to teamwork.
  • Attention to Detail
    • A high level of accuracy and thoroughness in all tasks, ensuring quality and consistency.
  • Multitasking & Flexibility
    • Proven ability to manage multiple priorities and adapt to changing demands in a dynamic environment.
  • Deadline-Oriented
    • Experience in working under pressure and meeting tight deadlines.
  • Proactive & Self-Motivated
    • Takes initiative and ownership of responsibilities, with a positive and solutions-focused mindset.
  • Instructional Clarity
    • Strong listening skills and the ability to follow instructions precisely.

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