Bates Smart 43 Brisbane Street 1 Nicholson Street Architects Pty Ltd Surry Hills NSW 2010 Melbourne 3000 Australia ABN 68 094 740 986 T+612 8354 5100 F+612 8354 5199 T+613 8664 6200 F+613 8664 6300 [email protected] [email protected]

www.batessmart.com

Receptionist

Overview

The Receptionist is responsible for answering all incoming calls and front desk tasks and assisting the EA’s and Events Coordinator with general administration tasks and ensuring the general day-to-day smooth running of all staff amenities.

Job Details

Location: Brisbane St, Surry Hills Hours 8.00am – 5.00pm Team: Administration Reports to: Practice Manager Last updated: 21 January 2020

Responsibilities

Reception • Brand ambassador for Bates Smart. • Ownership and pride in reception area, maintain high level of presentation. • Receive and transfer all incoming calls. • Meet and greet all visitors and inform staff of arrival. • Open, sort and stamp post and distribute to staff/prepare outgoing post (including international and domestic couriers). • Coordinate and order catering for meetings with upon EA’s instruction. • Reconcile supplier invoices (taxi, courier, flowers etc) • Maintain Cab charge register and monitor usage. • Book meeting rooms for internal and external meetings and monitor calendars for clashes. • Send invite to IT support for video and conference call setups. Assist with set up when IT support is unavailable. • Coordinate catering for client and staff refreshments for meetings and events. • Ensure meeting rooms are cleared and reset post meetings. • Assist with ad hoc duties as required (typing, data entry). • Order flowers/gifts for staff as requested. • Maintain the INSITE sign in/out registers (including absent/sick staff). • Setup for staff morning teas, general office events, internal presentations (Administration assistant to help when required). • Prepare Monthly Morning Tea presentation / Staff farewell cards

Staff Amenities/Consumables (Brisbane St) • Monitor and maintain staff amenities (food + beverage) and place orders to replenish stock in advance for Brisbane Street. • Monitor and maintain all kitchen and cleaning supplies. • Ensure CO2 filters are ordered and changed for filtered taps (liaise with Practice Management Coordinator for servicing).

Office/Admin Support

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Bates Smart Pty Ltd

• Monitor any office/building maintenance issues and advise Practice Management Coordinator. • Liaise with cleaners as required • Maintain contractor/ facilities log • Monitor and maintain register for bike, parking, locker keys etc. • Maintain subscriptions, professional magazines register. • Assist with printing, binding and presentation requests from time to time. • Respond as directed to employment applications received. • Coordinate business cards and maintain Business Cards Register.

Executive Assistant and Event Support Assist the EA’s and Events Coordinator in their duties including, but not limited to:

• Travel bookings for staff. • Internal and external staff functions. • Internal and external corporate events. • Staff professional development bookings.

Essential skills and experience

• Experience in administration or reception in an office environment. • Experience in food handling/hospitality work. • Proficiency in Microsoft Office Suite. • Strong attention to detail. • Ability to take initiative. • Strong communication skills, both written and verbal. • Willingness to take on tasks at various levels (from not so challenging to challenging). • Demonstrated ability to work with minimal supervision.

Bates Smart essential cultural-fit characteristics

• organised • team-focused • resourceful • motivated • client-focused • flexible • trustworthy • diplomatic • courteous

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