Administration Officer/Receptionist

2 days ago

Sydney, New South Wales, Australia Cubic Transportation Systems Full time $60,000 - $90,000 per year

JOB SUMMARY:

The Receptionist & Administration Officer is responsible for delivering a professional and efficient front-of-house experience while providing comprehensive administrative support to the Head Office and broader APAC Teams. This role operates under general supervision and contributes to the smooth functioning of reception services, office coordination, and administrative processes in accordance with corporate standards and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Reception & Visitor Management

  • Greet and direct visitors professionally; maintain visitor register and coordinate access cards, employee IDs, and business cards.
  • Ensure reception and adjacent meeting rooms are clean, presentable, and refreshed throughout the day.
  • Answer calls to reception and communicate outcomes to affected employees.
  • Update voice announcements and phone diversions during holiday periods; liaise with building management regarding air-conditioning and security access.
  • Monitor and refresh dashboard displays; report and resolve outages as required.

Administrative Support

  • Process onboarding and offboarding in Workday, including ID photo uploads and access pass management.
  • Manage conference room calendars to prevent scheduling conflicts.
  • Coordinate travel and accommodation bookings for management and staff.
  • Arrange couriers, taxis, and on-site parking as required.
  • Liaise with Canon for servicing of multifunction printers/copiers.
  • Prepare purchase requisitions in SAP, receipt purchase orders, and code invoices for approval.
  • Maintain document control systems for incoming and outgoing correspondence.

Facilities & Office Coordination

  • Monitor and replenish office and kitchen supplies including milk, fruit, coffee accessories, and first aid kits.
  • Assist Facilities team with maintenance requests and procurement of kitchen appliances and supplies.
  • Organise catering for meetings and company functions; arrange flowers and gifts as requested.
  • Support employee service award programs and promotional product orders.
  • Maintain document storage and coordinate file archiving and retrieval.

Compliance & General Duties

  • Comply with Cubic's Quality Management System.
  • Adhere to Occupational Health, Safety and Environment policies and procedures.
  • Comply with corporate security protocols and Human Resources procedures.
  • Perform additional duties as directed by management.

BACKGROUND AND EXPERIENCE:

  • Typically has related experience.
  • Applies acquired job skills and knowledge of company procedures to complete semi-routine assignments.
  • Demonstrates the ability to identify when routine processes need adjustments to meet objectives.
  • Communicates effectively within the team, actively contributing to group discussions and collaborative efforts.
  • Follows established instructions for familiar tasks, seeking guidance primarily for new or complex situations.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Experience with SAP and Workday systems preferred.

PERSONAL ATTRIBUTES:

  • Professional presentation and excellent phone manner.
  • Strong verbal and written communication skills.
  • Highly organised with the ability to multitask and manage competing priorities.
  • Positive, proactive attitude with a commitment to service excellence.
  • Ability to work independently while contributing effectively to a team.
  • Strong interpersonal skills and ability to build rapport across all levels of the organisation.

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