Office Services Assistant/Receptionist

• 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.

• 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.

• Maintain catering consumables in the kitchens including tea, coffee and condiments.
• Ensure catering equipment including the coffee machines are cleaned, functioning and sufficiently stocked.

• Assist the Events Manager with organising and preparing the office for onsite events.

• 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.

• 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.

• 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.

• 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.

• '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

Clyde & Co