Position Description
Position Title: Receptionist
Reporting Line: Facilities & Procurement Manager
Position Purpose: Coordinates reception, including attending to ADP visitors/contractors and assisting with any general enquiries received face-to-face or via telephone/email. Performs general business administration support for all ADP locations nationally.
Key Responsibilities:
1. Operation of telephone switchboard; answer incoming calls, assist with general enquiries, and transfer calls to the appropriate department or associate.
2. Greet and assist ADP visitors on entering ADP's premises
3. Maintain visitor register, monitor visitor access, and maintain security awareness
4. Maintain knowledge of associates joining and leaving the organisation
5. Provide general administrative support as requested
6. Coordinate incoming and outgoing mail, deliveries from couriers and maintain postage records
7. Maintain up to date Reception Relief Roster ensuring adequate coverage during ADP core business hours.
8. Coordinate catering and cleaners as required for ADP meetings and events
9. Maintain Reception area, manage kitchen supplies, stationery, paper for printers and PPE stock levels and reorder as required
10. Support Branch Managers for all reception and telephony matters including stationery orders.
11. Daily monitor of ADP Premises to identify any matters that require attention, report to the Facilities & Procurement Manager and apply signage as appropriate (., leaks, spills, lights, meeting room, kitchen).
12. Monitor levels of shredding and recycling bins and coordinate vendors to empty them as required
13. Support in the delivery of office induction for new associates including support in producing associates photo ID
14. Delivery of WHS sessions to associates
15. Fire Warden and First Aid representative
16. Maintain list of First Aiders and Fire Wardens
17. Support in the delivery of induction for approved contractors
18. Maintain contractor register and assist with any queries in the absence of the Facilities & Procurement Manager
19. Provide support to the Facilities & Procurement Manager as required
20. Provide support and back up to the Lead Receptionist as required
21. Maintain Facilities work orders
Experience:
22. Experience working in a global organisation is advantageous
23. Demonstrated excellent phone standards and prompt issue resolution
24. Sound knowledge of administrative procedures
25. MS Office -- Proficient (Word, Outlook, Excel)
26. Demonstrated understanding of Front Desk principles
27. Relevant exposure to customer service principles and practices
28. Proven ability to work under pressure, managing time constraints and various stakeholder requests
29. Strong attention to detail
Certifications / Qualifications:
30. N/A
Skills:
31. Stakeholder Management
32. Professional telephone manner
33. Organised and detail oriented
34. Excellent verbal and written communication skills
35. Customer focused
36. Results accountability
37. Process Improvement
38. Positive intention and effort
Key Stakeholders:
39. ADP Associates
40. Existing and Prospective Clients
41. Candidates
42. Suppliers