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Receptionist/administrator

3 weeks ago

Melbourne, Australia The Trustee for Visa Empire Trust Full time

Visa Empire is a dynamic migration and education consultancy that helps individuals and families navigate the migration process and pursue educational opportunities in Australia. We are seeking a dedicated and professional Receptionist to manage front desk duties, client communications, and administrative tasks, ensuring a smooth and efficient workflow between our clients, migration agents, and the broader team.

**Key Responsibilities**:

- **Front Desk Operations**:

- Greet visitors, clients, and partners as they enter the office, ensuring a welcoming environment.
- **Client Follow-ups**:

- Provide general information on services, processes, and timelines to clients.
- **Scheduling & Coordination**:

- Schedule client appointments with migration agents and other team members.
- Manage the office calendar and ensure all appointments and deadlines are tracked.
- **Document Handling & Contracts**:

- Send out contracts, agreements, and important documents to clients and migration agents as required.
- Ensure proper documentation is received, signed, and filed both physically and digitally.
- **Administrative Support**:

- Assist in organizing and maintaining client files, both hard copy and digital records.
- Coordinate communication between migration agents, case managers, and clients.
- Prepare and manage correspondence, reports, and office documents.
- **Team Collaboration**:

- Work closely with migration agents, case managers, and other departments to ensure smooth operation and timely client services.
- Assist in resolving client inquiries or escalating them to the appropriate department.

**Requirements**:

- Prior experience in a receptionist or administrative role, preferably within the migration or education consultancy industry.
- Strong verbal and written communication skills.
- Ability to multitask and manage time efficiently in a fast-paced environment.
- Excellent organizational skills and attention to detail.
- Proficient in MS Office Suite (Word, Excel, Outlook) and comfortable with managing digital files.
- Professional demeanor with a customer-first attitude.

**Preferred Qualifications**:

- Familiarity with migration processes or experience working in a migration/education consultancy.
- Knowledge of basic client management systems or CRM software.

**Benefits**:

- Competitive salary based on experience.
- Opportunity to work in a growing and supportive team environment.
- Professional development and career growth opportunities.

Pay: $44,095.46 - $73,108.14 per year

Work Location: In person