Professional Administrator

3 days ago

Sydney, New South Wales, Australia beBeeAdministration Full time
Job Description

The role of the Practice Administration Assistant is a dynamic and diverse position that plays a critical part in the firm's overall success. This role is responsible for providing proactive front office practice support and administration, ensuring clients are serviced in a professional manner and in accordance with the Firm's policies and procedures.

  • Front Desk & Visitor Management:
    Greet and register all visitors, ensuring compliance with visitor protocols, especially for contractors.
    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, including:
    • Printer setup
    • Video conferencing assistance
    • Troubleshooting basic IT issues
    • Coordinating with IT support for escalations
  • Meeting & Event Coordination:
    Organize internal and external meetings, including:
    • Practice/group meetings, lunches, dinners, and drinks
    • Visitor arrangements and seminar logistics
    • Catering coordination
    • Seminar questionnaire summaries and applications
  • Administrative & Secretarial Services:
    Assist with:
    • Expense claims
    • Document handling (print, copy, bind, mail)
    • 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
    Support event coordination and logistics for visiting partners
    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

Qualifications

  • Exceptional Communication:
    Confident and professional verbal and written communication skills, with the ability to engage effectively across all levels of the organization and with external stakeholders.
  • Interpersonal Skills:
    Demonstrates a respectful, inclusive, and collaborative approach to teamwork, with the ability to work autonomously and with remote teams.
  • Attention to Detail:
    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.
  • Technical Proficiency:
    • Advanced skills in Microsoft Word and Outlook
    • Intermediate proficiency in PowerPoint and Excel
    • Familiarity with document management systems; experience with iManage is preferred

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