Receptionist

Job Title
Receptionist
Job Location
Sydney
Division
Practice Management - Office Support
Description
- **Objectives and scope of the position**
- To provide a complete reception service for the KordaMentha Sydney office.
- Take full ownership and management of front of house, including maintenance and cleaning.
- To provide direct assistance to all KordaMentha personnel in particular the Sydney Office Support Team in the areas of general office administration and maintaining the office to a high standard.
- Provide administrative support for all staff in a timely manner.

**Duties and responsibilities**

Reception and front of house
- Open reception, including forwarding electronic faxes, distributing newspapers, putting away fruit/milk, clearing dishwashers and ensuring kitchens are clean
- Answer incoming calls as primary responsibility, on forwarding calls to correct staff member and taking detailed messages where required
- Greet and announce visitors and clients, contacting Executive Assistants direct for meetings involving Partner/Director Group
- Open and date-stamp incoming correspondence and distribute by approximately 11.00am as per company mail policy
- Check incoming electronic fax mailbox
- Organise outgoing courier bookings through online suppliers and promptly notifying staff of courier delivery arrivals and distribution of same
- Co-ordinate boardroom and meeting room bookings and refreshments as required
- Label, frank and post outgoing mail by 3.45pm each day. Contact MP if mail to be collected
- Lunch break to be taken at 12.00pm to 1.00pm each day
- Assist Executive Assistants with marketing functions set up and catering deliveries, including regular internal boardroom meetings
- Responsible for reporting front of house maintenance matters and escalating to Executive Officer Manager as required
- Manager security card process and reconciliation in liaison with Charter Hall

Kitchen and meeting room maintenance
- Management of meeting room bookings and general tidiness of all meeting rooms throughout the day
- Ensure that the two print rooms are kept tidy and printers are restocked with paper every morning and monitor throughout the day
- Prior to logging off at end of shift, tidy kitchen and meeting rooms and clean coffee machine (additional clean required each Thursday) and switching television off at end of day
- Ensure reception, client waiting area, meeting rooms and kitchen are kept clean and tidy, including putting on dishwashers throughout the day as required
- Manage meeting rooms including weekly reviews, ensuring all equipment and facilities are in working order and stationery stock is available
- Ensure the provision of adequate staff/client consumables, placing orders with suppliers as required, including a full stock take on a weekly basis of both kitchens stock prior to placing every order
- Ensure adequate fridge and pantry stock is maintained at all times

Management assistance
- Reconcile courier and consumable invoices in readiness for sign-off by the Executive Office Manager

Word Processing
- Provide assistance to staff with basic word processing tasks such as the review and finalisation of basic word documents
- Assist staff with in-house document mail-outs, including mail merging, stuffing and franking of envelopes

General administration
- Maintain current Job Listing by sourcing updated primary contacts for Sydney office, including a quarterly cleansing process
- Assist the Executive Assistants with ordering of catering for staff and client meetings
- To assist professional staff in obtaining ASIC documents from Equifax online

Back-up support
- Assist staff and Office Support Assistant with preparation of large mailouts, including mail merging of labels and franking of envelopes
- To provide back up to the Office Support Assistant with their tasks when they are on leave

**Qualifications and experience/skills required**
- Previous experience as a receptionist in a professional services environment preferred.
- PC literate including Intermediate Microsoft Office (Word, Microsoft Excel, PowerPoint and Outlook).
- Excellent telephone manner.
- Well presented.
- Strong verbal, interpersonal and communication skills.
- Ability to interact in a professional manner at all times.
- Reliable.
- Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required.
- Client service oriented.
- Ability to manage areas of responsibility and take initiative.
- Ability to work independently as well as part of a busy and dynamic team.
- Desire to take ownership of tasks assigned.
- Accurate spelling and typing.
- Attention to detail.
- Proactive.
- Ability to adopt a 'hands on' approach.