Receptionist and Admin Officer - Urgent Hire

About Us

AAG (AustAsia Group) was established in 1979 as Chesson & Co., providing Real Estate, Business Broking and Business Advisory Services to the West Australian market. Since then, AAG has transformed to meet the needs of their clients, the wider community and the market, offering finance, superannuation, accounting, taxation and business services to clients all across the state. AAG has built a strong reputation in the community for our transparent, reliable and comprehensive range of services that support clients with a wide range of solutions tailored to their unique circumstances.

Our officer hours are 9:00 am to 5:00 pm, Monday to Friday.

Position Description

We are currently hiring a Receptionist and Admin Officer with at least 3+ years of admin and customer service experience to join our team at our West Perth office. The ideal candidate will be client-focused, displaying a genuine passion for delivering outstanding customer service and administrative support. If you possess a proactive approach and are eager to take the initiative, this opportunity could be your chance to contribute to our dynamic workplace.

Position Outcomes

• Client Experience
• Be the first point of contact for all clients and develop strong client relationships.
• Answer all incoming calls quickly and distribute them effectively.

Key Performance Indicators

• Answer calls within 15 seconds or communicate to Client Care Team to assist with overflow calls;
• Phone messages are accurately recorded with all information as per Phone Procedures and emailed to correct team member and copy team;
• Greet clients immediately when they arrive at the office;
• Process incoming and outgoing mail on the same day as received;
• Courier and Uber is booked for timeframe as required by requesting staff member;
• Corporate Documents, Wills and Estate Planning Documents are accurately scanned and saved within 1 business day of receipt of documents;
• Corporate Documents, Wills and Estate Planning Documents are accurately labelled and filed within 1 week of receipt of documents.

Position Responsibilities

1. Reception Duties

• Answer all incoming calls as per procedures;
• Setup Boardroom IT requirements as needed;
• Greet clients on arrival for meetings, offer tea and coffee and any administration support during the meeting.
• Process incoming and outgoing mail on a daily basis as per procedures including Internal Entities;
• Complete requests from AAG Teams including emails to clients, save correspondence, typing, filing and scanning;
• Open and close the office as per procedures including turn on/off the computer, lights, air conditioning, empty bins, clean coffee machine and put on dishwasher;
• Maintain a clean and tidy reception, foyer area;
• Restock front desk supplies – Express Post envelopes, business cards, brochures in Boardrooms;
• Swap confidential shredding bin when full using Goods Lift;
• Setup & packup client and staff meetings and functions as needed including catering (HR Coordinator orders the catering);
• Maintain positive working relationships with internal and external stakeholders.

2. Team Meetings

• Actively participate in AAG staff presentation and meetings as required.

3. Reporting and Systems Management

• Create and update processes and Tango’s as needed for continuous improvement; and
• Escalate any issues or roadblocks to the New Business Manager.

Position Competencies

• Excellent Customer Services skills;
• Excellent communication and interpersonal skills;
• Sound time management skills;
• Excellent written communications skills;
• Results-driven and team-oriented;
• Ability to work in a focused manner, with excellent attention to detail;
• Proficient in the use of Microsoft Office, Excel, Word, and Mail. Able to use or quickly learn Daylite, Xero, internet research and other AAG systems and protocols; and
• Trustworthy and honest.