Receptionist - Melbourne

Join our team to work with one of our prestigious clients!

At Drake Business Logistics (DBL), we're proud to be a top-tier managed services provider based in Australia. Our mission is to deliver exceptional outsourced management solutions, optimizing support functions to drive cost reductions and efficiency enhancements for our esteemed clients. Join our dynamic team and seize the opportunity to work directly with one of our prestigious clients, contributing to their success while advancing your career in a thriving environment.

THE ROLE

Key stakeholders

• Client staff and client stakeholders
• Direct and indirect reports
• Vendor and contractor staff

Duties & responsibilities include:

The role will be responsible to be the professional face of the client organisation and delivering a seamless outstanding reception experience to the client. To provide administration support to the Facilities Team.

You are the first point of contact for all incoming calls from clients, employees, and the general public. Ensuring the experience provided is seamless, welcoming, professional, aligned to the highest standards required by our client is paramount.

• Reception Service
  – Greeting staff & visitors, assisting visitors to sign in/out, announcing visitors as required.
  – Answering and directing incoming calls, recording phone messages, ensuring they are relayed to correct staff member.
  – Managing the Reception email inbox and forwarding emails and voicemails on to the intended recipient.
  – Process external daily mail: receiving, distributing, sending.
  – Assisting with couriers, receiving/dispatching.
  – Greet and assist with new starters, including arranging office access pass
  – Distribution of Welcome Hampers for new starters, as advised by the FC
  – Assist guests in arranging taxis as required.
  – Ensuring adequate stock of office supplies such as stationery & postal products.
  – Ordering business cards & name badges, as advised by the FC.
  – General administration, such as updating the reception manual & office signage.
• Catering and Event Support
  – Assist with booking meeting rooms for client meetings and events as required.
  – Ensure rooms are stocked with appropriate supplies, as required (whiteboard markers, pens, pencils, pens, notepads, etc)
  – Ensure all rooms are neat and tidy, in good working order at all times, and that clean-up of the rooms occurs quickly once the meeting has concluded.
  – Provide tea/coffee making services for client meetings including coffee runs as required.
  – Coordinate and order catering for meetings, events etc. via external catering company (advised by the FC). Be proactive in the arrangement of catering with the meeting organiser.
  – Complete room set up & pack down with support of the FC as needed.
  – Weekly stocktake of housekeeping items (reportable to FC)
• Housekeeping
  – Distribution of milk, fruit and pantry items upon delivery.
  – Empty dishwashers and tidy of kitchen areas throughout the day.
  – Cleaning and refilling coffee machines.
  – Daily replenish of kitchen supplies, ensure stock levels maintained (report to FC for ordering)
  – Maintain professional, neat & tidy appearance of the reception area, kitchen & meeting rooms.

REQUIREMENTS

To be considered for this role you must possess the following:

• The ideal candidates will have an awesome attitude and high attention to detail, ready to take on any given task!
• Strong interpersonal and communication skills
• Familiar with administrative support tasks and request management

A full copy of the job description will be shared with short listed candidates. Please note: Only successful applicants to progress to the next stage will be contacted.