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Office Services Assistant/Receptionist
2 weeks ago
Job Title
- Office Services Assistant/Receptionist
- Job Location
- Melbourne
- Job Type
- Business Services
- Country/Territory
- Australia
- Region
- Asia Pacific
- Description
We are currently searching for a **Office Service Assistant/Receptionist for a Full Time contract of 16 Months** in our Melbourne office.
The focus of the role is to complete general administrative and facilities tasks and to assist with the efficient day-to-day running of the office and reports to the Melbourne Office Manager.
Key responsibilities
**Administration**
- Implement the Record Management Policy for the retention, protection, retrieval, transfer and disposal of records, both onsite and off-site.
- Manage incoming and outgoing mail daily.
- Organise courier bookings as required.
- Attend adhoc local deliveries and court filing requests.
**Reception**
- Cover reception as required.
- Answer incoming calls to the switchboard and redirect them to the intended recipient.
- Greet clients and offer refreshments and ensure meeting room are presentable and ready for client use.
**Catering**
- Maintain catering consumables in the kitchens including tea, coffee and condiments.
- Ensure catering equipment including the coffee machines are cleaned, functioning and sufficiently stocked.
**Events**
- Assist the Events Manager with organising and preparing the office for onsite events.
**Facilities**
- Work with the Office Manager to ensure the smooth day-to-day operations of the Melbourne office.
- Maintain the kitchen area to ensure that it is clean and tidy.
- Ensure utility rooms are fully stocked with paper and consumables including stationery.
- Coordinate office moves after consultation with the local partners.
- Regularly check the office to ensure that all offices are clear and clean and that all hardware (air conditioning, printers etc ) are in working order.
- Assist with the set-up of IT equipment including PC's and phones as well as AV equipment.
- Provide coordination support to the Office Manager and the Facilities & Administration Manager (APAC) for all local facilities matters.
- Ensure the tasks detailed on the Annual Facilities & Admin Schedule are completed in the timeframes detailed in that policy. Tasks include:
Monthly fridge cleans;
- Weekly Facilities Audits;
- Updating posters and signage.
**Procurement**
- Maintain relationships with local vendors for facilities and office supplies.
- Maintain stationery supplies in the office and order adhoc stationery as required
- Reconcile invoices and prepare for them to be processed ensuring that all products and services are allocated to the correct matter number.
**Security**
- Manage the security passes for the office which includes:
Preparing security passes for new starters;
- Cancelling lost or stolen passes;
- Completing quarterly audits of the internal and base building security system.
**WH&S**
- Ensure a safe working environment by regularly inspecting the premises for workplace health and safety hazards. Report any damage or issues with building management and attend to maintenance issues.
- Ensure first aid kits and fire blankets are stored correctly and up to date.
- Carry out quarterly stocktakes of the First Aid kits in the office.
- Organise Senior First Aid Course training for First Aid Officers.
Skills & Experience:
- 'Can do' attitude
- Experience in a customer service or hospitality role
- Administration experience is preferable but not required
- A professional and polished presentation with clear and concise communication
- Ability to work collaboratively in a team environment
- A demonstrated ability to organise workloads to meet tight deadlines
- Willingness to assist with all other reasonable work related requests
- Strong attention to detail
- Proficiency in and comfort with using technology
- Proficiency in MS Outlook, Word and Excel.
