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Maxxia

Receptionist / Administration Assistant

Maxxia

Sydney, New South Wales, Australia

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Job Posted: 03/11/2017

Job Category:

Administration & Reception / Administration / Assistant

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Job description:
POSITION SUMMARY


The purpose of this role will be answering all switchboard calls as well as greeting all visiting clients and interstate staff. You will be the first point of contact and act as the face of the organisation so impeccable presentation is crucial in upholding their corporate image. Additionally as a member of the Corporate Services team, you will assist with a range of administrative tasks to support staff and the management team as well as ensure the efficient running of the Chatswood Office.
KEY CONTACTS
Internal
All MMSG Staff
External
All incoming visitors to the office
Travel Management Company, Stationary suppliers
External Vendors – e.g. caterers, mail/couriers, cleaners
Building Manager
External facility maintenance contractors

 

 

KEY RESPONSIBILITIES


Switch Board Operations
Answer all incoming telephone calls within 3 rings. Calls must be answered professionally and courteously.
Direct calls to the appropriate person or an accurate message taken and conveyed expeditiously.
Reprogramme switchboard as required.
Front Desk Reception
Receive all visitors, couriers and trades people, ensuring the visitors register is completed and ensure that general queries are answered and people are attended to.
Control distribution of security passes, including parking access
Ensure that the reception and meeting room areas are kept tidy and in good order.
Provide WHS induction for visitors and new employees.
Keeping track of people whereabouts
Update the daily North Ryde Calendar
Monitor meeting attendees, and staff whereabouts.
Inform managers when employees call in advising of absence.
General Administration
Maintain and distribute updated telephone lists
Update company intranet as requested, ensuring updates are processed within the same working day.
Process employee travel arrangements, ensuring bookings are accurate, comply with company policy a nd processed in a timely manner.
Monitoring and ordering office stationery and staff amenity supplies
Mail room duties, including opening and franking mail, booking and receiving couriers as well as maintaining Australia Post supplies/stationery
Ordering catering, including set up of meeting rooms as required
Order Business Card for staff
Reconcile Cab-Charge vouchers and corporate credit cards
Assist with Archive management
Assist in resolving facility issues for the office, including putting action plans in place to resolve issues.
Manage evaluation/returned vehicles that are held onsite, ensuring all loans are recorded
Assist with new starter/leaver processes, including liaising with HR and Leaders for new starter set up and leaver exits
Collection of information for Fit2Work checks from candidates
Provide general day-to-day assistance to the Management team and Administration Manager as well as provide general administrative support to the business as required
Assist in maintaining kitchen facilities, including setting & clearing dishwasher

 

 

 

 

POSITION CRITERIA


Capabilities &
Behaviours
Essential
Initiative - must be a team player with a ‘can do’ approach to taking on tasks from menial to complex and solve problems by taking initiative and being proactive.
Strong interpersonal, communication and negotiation skills
Highly organised and strong time management skills
Strong decision making skills
Proactive, high degree of attention to detail and the ability to work within a fast paced environment
Results Focus – drives for positive outcomes and is proactive in supporting the activities of the North Ryde team.
Flexibility & Adaptability – able to multi-task while at reception and assist with various administrative tasks.
Ability and desire to work both collaboratively and autonomously with minimal supervision, set reasonable priorities and manage time and deadline driven workload
Knowledge &
Experience
A minimum of 2 years experience working in a professiona l reception/ administration environment with a high level of focus on customer service activities
Technically competent, with excellent problem solving, analytical and IT skills
Proficient in using MS Word, Excel and Outlook as well as confident with learning other systems
Experience of using a switchboard
Experience in travel management and managing office supplies and vendors
Experience in expense reconciliation
Experience in assisting with facilities issues
Qualifications
Tertiary qualifications in secretarial related studies (desired but not essential)
OCCUPATIONAL HEALTH & SAFETY (OHS)
The Company seeks to provide a safe and healthy workplace. All employees have a duty of care to ensure a safe workplace in line with OHS legislation and regulation. Employees are required to work within the Company’s policies and procedures for OHS.
TEAM AND LEADERSHIP BEHAVIOURS
Customer
“Put yourself in the customer’s shoes”
We know that our success begins and ends with the way we serve and treat customers. We will design and run our business as though we were the customer.
Honesty, integrity and courage
“Face the brutal facts”
We will always act with honesty towards one another and in our conduct of the business. We will have the integrity and the courage to do the right thing, raise issues, to listen and ‘face the brutal facts” no matter what the circumstances.
Respect

“I’ll do you no harm”
We will always treat each other with respect and as we would wish others to treat us. All of us want the opportunity to contribute and learn in a safe and secure environment.
Team

“Put the group before yourself”
We will put the interests of MMS group ahead of our individual interests and those of our business units and functions. We understand that our interests are best served by serving the overall interests of the group and in particular, its staff, customers and shareholders.
Ownership and urgency
“I’ll do it now”
We will take ownership over even the most difficult tasks and situations. We will not turn a blind eye. We will ensure the right outcomes are achieved and approach our work with energy and a sense of urgency but not impatience.
Communication
“No surprises”, “Circle the wagons”
We will take responsibility for ensuring open and honest communication. We believe oral communication builds relationships and creates clarity. We will “pick up the phone” rather than send each other emails. We will punctually attend meetings.
Conflict
“It’s OK to disagree”
We understand it is the amalgam of our skills as a team that will make us successful. We will engage in conflicts of ideas to ensure the best decisions are made for our business. We will not allow those conflicts to become personal.

 

 

 

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