Reception & Office Administrator

PRIMARY OBJECTIVE

A statement on what the key purpose and intended goals:

• Provide professional front-of-house reception and administrative support to ensure the efficient day-to-day operation of the office.
• Deliver exceptional customer service to visitors, staff and suppliers while coordinating office administration, procurement, facilities support and corporate events.
• Maintain organised office systems and provide administrative assistance that supports business operations across all corporate departments.

JOB REQUIREMENTS & ACCOUNTABILITIES

What the employee is expected to achieve;

1. Reception & Customer Service

Provide professional front-of-house reception services by welcoming visitors, answering and directing telephone calls, managing visitor enquiries, maintaining the reception area and ensuring all guests receive a positive first impression of the organisation.

2. Office Administration

Maintain the day-to-day administration of the office, including meeting room coordination, office correspondence, filing, document preparation, office registers, noticeboards and general administrative support across all departments.

3. Office Facilities & Supplies

Coordinate office stationery, kitchen supplies, amenities, uniforms and general office consumables. Ensure meeting rooms, boardrooms and common areas are maintained to a professional standard and fully equipped for daily operations.

4. Procurement & Purchase Order Administration

Raise Purchase Orders for corporate overhead departments including Finance, Human Resources, Administration and Business Development. Monitor supplier deliveries, follow up outstanding invoices and ensure invoices are received prior to month-end reporting deadlines.

5. Utilities Administration

Maintain accurate utility registers for electricity, water and internet services. Work closely with the Properties Administrator to ensure invoices are received on time, utility trackers remain current and Finance receives information required for month-end accruals.

6. Corporate Events & Staff Support

Provide administrative support for staff functions, morning teas, meeting catering, corporate events and Social Committee activities by coordinating logistics, bookings and supplier arrangements.

7. Internal Customer Service

Develop and maintain positive working relationships with employees, suppliers and external visitors. Respond to enquiries promptly and professionally while providing efficient administrative support across the business.

8. Compliance & Administration Controls

Maintain accurate administrative records, registers and documentation in accordance with company procedures. Ensure office documentation is organised, current and readily available for operational and audit requirements.

9. Process Improvement

Identify opportunities to improve office administration processes, procurement workflows and reception procedures to enhance efficiency, organisation and customer service.

10. Performance & Continuous Improvement

Demonstrate professionalism, initiative and accountability while achieving key performance indicators relating to customer service, administration, procurement and office management. Contribute positively to continuous improvement initiatives across the business.

EDUCATION / QUALIFICATIONS / EXPERIENCE

Detailed prerequisites to perform the job and meet minimum professional and DLIR standards.

Essential

• Minimum Grade 12 education.
• 2–3 years' experience in reception, administration or office support.
• Intermediate Microsoft Office skills (Word, Excel, Outlook).
• Strong organisational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Professional customer service skills.

Preferred

• Experience using Purchase Order or ERP systems.
• Previous experience in a corporate office environment.
• Experience coordinating meetings and events.

Desirable

• • Experience with Xero or similar accounting software.
  • Procurement or purchasing administration experience.
  • Facilities or office management experience.

PERSONAL ATTRIBUTES

Individual abilities such as non-technical skills, general aptitude, temperament, interpersonal traits, language ability, fitness level, etc.

• Friendly, approachable and professional.
• Excellent customer service skills.
• Strong communication and interpersonal skills.
• Highly organised with excellent attention to detail.
• Positive attitude and willingness to assist others.
• Ability to multitask and prioritise competing deadlines.
• Reliable, dependable and proactive.
• High level of integrity and confidentiality.
• Well presented at all times.

KEY PERFORMANCE INDICATORS

Specific baseline and performance assessment metrics:

• Visitors greeted professionally and attended to within five minutes of arrival.
• Telephone calls answered and directed promptly and professionally.
• Office stationery, kitchen supplies and amenities maintained with no operational shortages.
• Purchase Orders raised accurately and within agreed timeframes.
• Utility registers maintained accurately with no overdue invoices.
• Corporate overhead invoices received before month-end close.
• Meeting rooms and boardrooms maintained to a professional standard.
• Administrative registers maintained accurately and up to date.
• Positive feedback received from internal stakeholders regarding administrative support.
• Zero material audit findings relating to office administration or procurement documentation.