Receptionist / Administration Assistant

**Receptionist / Administration Assistant**
- (182414)

**About Us**
- At HDR, we specialise in engineering, architecture, environmental and construction services. While we are most well-known for adding beauty and structure to communities through high-performance buildings and smart infrastructure, we provide much more than that. We create an unshakable foundation for progress because our multidisciplinary teams also include scientists, economists, builders, analysts and artists. That's why we believe diversity is our greatest strength. HDR is proud to be an equal opportunity workplace and an affirmative action employer.

We believe that the way we work can add meaning and value to the world. That ideas inspire positive change. That colouring outside the lines can illuminate fresh perspectives. And that small details yield important realizations. Above all, we believe that collaboration is the best way forward.**The Role**
- To support our Sydney office, HDR is seeking a Receptionist / Administration Assistant to manage front-of-house operations and ensure a professional, clean, and welcoming atmosphere at all times. Reporting to the Office Manager, you will handle reception duties and provide administrative support across the office as needed. As the first point of contact for visitors, you will need to demonstrate exceptional customer service skills and the ability to manage tasks efficiently in a dynamic, fast-paced environment. The front-of-house area covers all shared spaces, from the lift doors to the meeting rooms.
- Due to the nature of this role, you will be required to work full-time in our Sydney office, from 8:30am to 5pm.

**Reception Tasks**:
**General**
- Answer phone calls, transfer to other staff, and take messages as required.
- Manage multiple inboxes for internal and external correspondence.
- Monitor security of visitor entry and exit from the office, including clients, consultants, suppliers and tradespeople, who enter from both the main lobby and the loading dock via the goods lift.
- Monitor booking system calendars for meetings and events, ensuring the day runs smoothly.

**Visitors**
- Meet and greet clients, giving a positive and professional first impression.
- Greet and sign-in visitors using the Envoy system.
- Manage the security access system including programming staff and contractor access passes.

**Deliveries**
- Send and receive deliveries into the office and track receipts.
- Book the loading dock for suppliers as required.

**New Employees**
- Support local Safety Coordinators with WH&S office tours for new starters.
- Track office login and account credentials - Reception logins/accounts.
- Support the offboarding process for BES and ABG employees including desk clean, ensuring access pass/locker keys are returned.
- Add and manage new starter photos to the team boards.

**Ordering**
- Monitor kitchen supplies in conjunction with the Office Manager and place orders when required.
- Monitor office and stationery supplies in conjunction with the Office Manager and place orders when required.
- Monitor calendars for upcoming events / meetings that need catering and organise in advance. Set up catering upon arrival.

**Front of House Tasks**:
**Meeting rooms**
- Ensure all meeting and quiet rooms are kept tidy before and after meetings and address any maintenance issues.
- Organise day-to-day meetings, room set up including moving tables and chairs, providing water as required.

**Kitchen**
- Daily set up and shutdown of coffee machines, weekly deep clean.
- Undertake cleaning of the kitchen area as required throughout the day.
- Manage kitchen consumables including bench canisters, paper towels, cleaning products, soft drinks/alcohol, food, and coffee supplies.
- Monitor kitchen supplies in conjunction with the Office Manager and place orders when required.
- Always keep an eye out for visitors as a main priority when carrying out the above tasks.

**Functions**
- Assist with coffee supply, employee communications, events, and functions - internal and external.
- Organise and set up Friday drinks and snacks in the kitchen area.
- Monitor calendars for upcoming events / meetings that need catering and organise in advance. Set up catering upon arrival.

**Building Management**
- Assist Office Manager with monitoring and reporting issues to building management using Dexus portal as required.

**Support Tasks**:

- Provide audio visual support using Microsoft Teams to assist clients and colleagues in internal meetings.
- Monitor office and stationery supplies in conjunction with the Office Manager and place orders when required.
- Maintain receipts for office expenses and update expense spreadsheets to track expenditures of corporate cardholders
- Assist with domestic travel and accommodation bookings
- Support Office Manager with other administrative tasks as necessary.

**About You**
- 3+ years administration or concierge experience, preferably in a corporate environment.