Reception & Admin Assistant

• Reception & Front-of-House

Responsibilities

• Answering and directing incoming calls
• Welcoming visitors, clients, and service provider
• Managing visitor sign-in and notifying staff of arrivals
• Handling incoming and outgoing mail and courier deliveries
• Keeping reception and front-facing areas neat and presentable
• Assisting with meeting room bookings and basic meeting setup
• Managing general office enquiries and redirecting appropriately
• Office Administration Support

Responsibilities

• General filing (digital and limited hard copy), printing and binding
• Maintaining shared documents, trackers, and basic records
• Assisting with document preparation and correspondence
• Supporting onboarding logistics (workstations, access, welcome packs)
• Ordering and managing stationery and office consumables
• Monitoring office supplies and flagging shortages
• Assisting the HR & Admin Manager with ad hoc admin tasks
• Facilities & Office Operations

Responsibilities

• Coordinating cleaning services and monitoring cleanliness standards
• Reporting and logging maintenance issues (lighting, plumbing, aircon, furniture)
• Liaising with building management or landlords where applicable
• Coordinating minor repairs and service providers (with approval)
• Managing office access (keys, remotes, access tags)
• Maintaining kitchen and common areas
• Monitoring basic health & safety matters and flagging concerns
• Supplier & Service Coordination

Responsibilities

• Coordinating IT support, cleaning, maintenance, and other service providers
• Receiving and checking supplier deliveries
• Maintaining a basic supplier contact list
• Submitting invoices and documentation for processing
• Tracking routine service schedules and follow-ups
• IT & Systems Support (First-Line)

Responsibilities

• Acting as the first point of contact for basic IT queries
• Assisting with basic troubleshooting (email, printers, connectivity, software access)
• Logging IT issues and escalating to external IT support where required
• Assisting with device setup, handovers, and user access requests (with approval)
• Supporting general system and application queries
• Project & Site Administration Support

Responsibilities

• Assisting site controllers with operational and admin-related queries
• Supporting project managers with compiling and issuing handover files
• Assisting with collation, preparation, and distribution of site documentation
• Coordinating site stock requests and tracking allocations
• Arranging uniforms, PPE, and site equipment for site teams where requested
• Coordinating training bookings and requirements for PMs and site staff
• Assisting with medicals and OHS compliance administration
• Maintaining basic records related to site compliance, training, and medicals
• Internal Support & Office Culture

Responsibilities

• Assisting with internal events and team activities
• Supporting wellness or staff initiatives at an operational level
• Acting as a go-to person for day-to-day office queries
• Helping maintain a calm, professional office atmosphere