Receptionist

6 days ago

Perth, Western Australia Magotteaux Australia Full time $60,000 - $80,000 per year

1. Key Accountabilities

a) Reception & Front-of-House Management

  • Operate the main switchboard, answering, screening, and directing all incoming calls in a professional manner.
  • Greet all clients, visitors, and suppliers, ensuring all front-desk and visitor protocols are followed.
  • Maintain the reception, boardroom, and common areas in a clean, professional, and orderly state.
  • Manage general reception email correspondence.

b) Mail and Correspondence

  • Manage the daily collection, sorting, and distribution of all incoming mail and courier deliveries.
  • Prepare and dispatch all outgoing mail and arrange courier services as required.
  • Collate all finance-related correspondence (invoices, statements) and forward to the Accounts department for processing.
  • Maintain a systematic filing system for key correspondence and documentation.

c) Administrative & Financial Support

  • Administer the employee expense claim process by collecting all relevant receipts and documentation.
  • Prepare expense reports by numerically coding receipts onto spreadsheets for scanning and review.
  • Forward completed expense documentation to relevant approver and Finance department for final processing.
  • File all processed expense claims accurately and in accordance with company procedure.
  • Booking for inductions and medical appointments.

d) Office Administration

  • Monitor and maintain inventory levels for all office and kitchen stationery and supplies.
  • Procure all office supplies as required, utilizing approved vendors (e.g, Officeworks) and ensuring adherence to budget.
  • Receive and unpack all supply deliveries, ensuring correct stock allocation.

e) Executive & General Support

  • Provide travel and administrative support for the General Manager, which includes:
  • Arranging bookings with the designated travel agent for flights, accommodation, and hire vehicles.
  • Verifying correct seating arrangements on flights, using secondary methods if necessary to ensure the itinerary reflects the correct seating position.
  • Ensuring a completed, finalized copy of all bookings and itineraries is placed in the GM's office travel tray.

2. Key Selection Criteria

Essential Requirements

To thrive in this role, you will demonstrate:

  • Professionalism and excellent presentation at all times
  • Genuine passion for customer service and client satisfaction
  • Resilience, flexibility, and resourcefulness in a fast-paced environment
  • Mature, responsible, and self-motivated attitude
  • Confidence to work autonomously while being a supportive team player
  • Strong initiative and a bright, friendly personality
  • Open-minded approach and willingness to take on new challenges or additional duties
  • Desire to succeed and the ability to work with a sense of urgency

Skills and Experience

  • Minimum 1–2 years of experience in a corporate reception or office administration role
  • High-level proficiency in Microsoft Office Suite — particularly Outlook, Word, and Excel
  • Experience operating a multi-line switchboard or phone system
  • Superior organizational skills with strong attention to detail, especially with itineraries or numerical data
  • Excellent written and verbal communication skills and a polished, professional demeanor
  • Proven ability to multitask, prioritize, and work independently
  • Strong understanding of discretion and confidentiality
  • Australian citizenship or permanent residency (work rights essential)

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