Description : Receptionist. Company : KordaMentha. Location : Sydney NSW

Job Title Receptionist

Job Location Sydney

Division Practice Management - Office Support


Description

Objectives and scope of the position

• To provide a complete reception service for the KordaMentha Sydney office.
• Take full ownership and management of front of house, including maintenance and cleaning.
• To provide direct assistance to all KordaMentha personnel in particular the Sydney Office Support Team in the areas of general office administration and maintaining the office to a high standard.
• Provide administrative support for all staff in a timely manner.

Duties and responsibilities

Reception and front of house

• Open reception, including forwarding electronic faxes, distributing newspapers, putting away fruit/milk, clearing dishwashers and ensuring kitchens are clean
• Answer incoming calls as primary responsibility, on forwarding calls to correct staff member and taking detailed messages where required
• Greet and announce visitors and clients, contacting Executive Assistants direct for meetings involving Partner/Director Group
• Open and date-stamp incoming correspondence and distribute by approximately 11.00am as per company mail policy
• Check incoming electronic fax mailbox
• Organise outgoing courier bookings through online suppliers and promptly notifying staff of courier delivery arrivals and distribution of same
• Co-ordinate boardroom and meeting room bookings and refreshments as required
• Label, frank and post outgoing mail by 3.45pm each day. Contact MP if mail to be collected
• Lunch break to be taken at 12.00pm to 1.00pm each day
• Assist Executive Assistants with marketing functions set up and catering deliveries, including regular internal boardroom meetings
• Responsible for reporting front of house maintenance matters and escalating to Executive Officer Manager as required
• Manager security card process and reconciliation in liaison with Charter Hall

Kitchen and meeting room maintenance

• Management of meeting room bookings and general tidiness of all meeting rooms throughout the day
• Ensure that the two print rooms are kept tidy and printers are restocked with paper every morning and monitor throughout the day
• Prior to logging off at end of shift, tidy kitchen and meeting rooms and clean coffee machine (additional clean required each Thursday) and switching television off at end of day
• Ensure reception, client waiting area, meeting rooms and kitchen are kept clean and tidy, including putting on dishwashers throughout the day as required
• Manage meeting rooms including weekly reviews, ensuring all equipment and facilities are in working order and stationery stock is available
• Ensure the provision of adequate staff/client consumables, placing orders with suppliers as required, including a full stock take on a weekly basis of both kitchens stock prior to placing every order
• Ensure adequate fridge and pantry stock is maintained at all times

Management assistance

• Reconcile courier and consumable invoices in readiness for sign-off by the Executive Office Manager

Word Processing

• Provide assistance to staff with basic word processing tasks such as the review and finalisation of basic word documents
• Assist staff with in-house document mail-outs, including mail merging, stuffing and franking of envelopes

General administration

• Maintain current Job Listing by sourcing updated primary contacts for Sydney office, including a quarterly cleansing process
• Assist the Executive Assistants with ordering of catering for staff and client meetings
• To assist professional staff in obtaining ASIC documents from Equifax online

Back-up support

• Assist staff and Office Support Assistant with preparation of large mailouts, including mail merging of labels and franking of envelopes
• To provide back up to the Office Support Assistant with their tasks when they are on leave

Qualifications and experience/skills required

• Previous experience as a receptionist in a professional services environment preferred.
• PC literate including Intermediate Microsoft Office (Word, Microsoft Excel, PowerPoint and Outlook).
• Excellent telephone manner.
• Well presented.
• Strong verbal, interpersonal and communication skills.
• Ability to interact in a professional manner at all times.
• Reliable.
• Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required.
• Client service oriented.
• Ability to manage areas of responsibility and take initiative.
• Ability to work independently as well as part of a busy and dynamic team.
• Desire to take ownership of tasks assigned.
• Accurate spelling and typing.
• Attention to detail.
• Proactive.
• Ability to adopt a 'hands on' approach.