Receptionist Office Coordinator

An exciting Receptionist | Office Coordinator job located in Melbourne - PART TIME
- Part-Time (Mon-Thurs)
- Permanent Role

**Your new company**
Opportunity to join a thriving Melbourne-based events company seeking an experienced receptionist to join their team on a part-time basis. If you are an enthusiastic individual with excellent communication skills, this could be an exciting opportunity to contribute to a dynamic team.
**Your new role**
This role manages reception/front of house and is responsible for undertaking the day-to-day administrative duties e.g., answering phone calls, responding to exhibitor & visitor enquiries, meeting and greeting visitors, organising couriers, ordering kitchen and office supplies that facilitate the smooth running of the office.

Duties include:
Reception
- Answer the telephone in a professional and friendly manner.
- Maintain meeting rooms/ managing meeting room diaries.
- Assist with all features related to the boardroom /Meeting Room i.e. data projector, teleconference phone.
- Order couriers, keeping accurate records of all orders.
- Maintaining accurate records of staff sick leave.
- Keep the reception area, boardroom/meeting room clean & tid.y
- Update information, noticeboards in reception and around the office.
- Update the kitchen duty roster weekly / annually.
- Manage all in-house catering requirements.
- Monitor the kitchen noticeboard and ensure it's kept neat & tidy.
- Office maintenance - logged and followed up with building management (lighting, lifts, toilets, cleaning etc).

Office Administration
- Have a detailed knowledge of all exhibitions, exhibitor manuals, visitor requirements and entry policies to answer/assist exhibitors.
- Organise staff gifts (leavers, maternity etc.).
- The reception manual is kept up to date with current information, policies and procedures housed on the intranet.
- Purchase all stationery and supplies for exhibitions & offices.
- Co-ordinate monthly staff drinks/events inclusive of arranging food & drinks.
- Set up for internal events and / or arranging for off-site facilities.

Key Accountabilities
- Co-ordinate & manage staff competitions & fundraising events.
- Responsible for general office cleanliness and communication with office cleaners & building concierge
- Manage off-site storage requirements (arranging for archived items to be distributed/retrieved and up-to-date records of all archived items kept.)
- Ensure the utilities room is stocked with stationery, paper & toners.
- Maintain a supply of company letterhead, envelopes etc.
- Maintain & manage photocopiers (service & supplies).
- Maintain AMEX and petty cash spreadsheet with correct information.
- Participate and maintain updated company records of Fire Wardens and First Aid Officers.

Exhibitor Services
- Assist Coordinators, when possible, with events administrative tasks.
- Handle exhibitor and visitor enquiries and refer where appropriate.
- Pack exhibitor welcome packs and other various collateral as required.
- Pack and send 3-week letters to exhibitors, suppliers and space only stand builders.

**What you'll need to succeed**
Previous experience in a reception & office coordination role will lead you to success, as will:

- Meticulous attention to detail.
- Strong organisational skills.
- Strong customer service skills.
- Confident using IT systems with the ability to pick up in-house software.

A “can-do” attitude and the ability to adapt and be flexible.
**What you'll get in return**
In return for your dedication and hard work, you will receive:

- Fantastic company culture.
- Employee bonuses.
- Experience working within a successful events company.

**What you need to do now**
At Hays, we value diversity and are passionate about placing people in a role where they can flourish and succeed. We actively encourage people from diverse backgrounds to apply.

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