Corporate Receptionist & Facilities Coordinator
On-siteSydney, New South Wales, Australia
Sydney, New South Wales, AustraliaOn-siteFull TimeServicesLarge
Full TimeLargeServices
Job Summary
Greet clients and staff, register guests into the Investa portal, and manage the switchboard while optimizing meeting room bookings via Nuraspace. Maintain a tidy reception area, troubleshoot AV issues, and distribute incoming mail to digital folders while preparing outbound packages by 2pm. Source vendors, process invoices, and manage inventory for stationery and consumables. Address facilities tickets, update security card databases, and oversee offsite storage and parking management. Cover the reception role on leave. Work 9:30am–6pm.
Required Qualifications
- Ability to act as a point of contact for clients, contacts, and BDO staff
- Ability to register guests into the Investa base building portal
- Ability to operate the Firm's switchboard including transferring calls and providing messages
- Ability to manage the Meeting Room Manager (Nuraspace system)
- Ability to troubleshoot AV issues in meeting rooms
- Ability to open, sort, and prepare incoming mail for scanning
- Ability to distribute incoming mail into digital business unit folders in J Drive
- Ability to prepare outgoing mail and packages for shipment with proper packaging, labeling, and compliance
- Ability to register incoming couriers
- Ability to liaise with external courier services providers
- Ability to monitor and maintain mailroom equipment such as postage meters and scanners
- Ability to manage inventory of mailroom supplies
- Ability to ensure security of mail and packages
- Ability to adhere to established security procedures
- Ability to purchase goods or services and source vendors
- Ability to negotiate and evaluate prices and contract terms
- Ability to track inventory and restock goods
- Ability to process and submit invoices with correct coding
- Ability to review and attend to facilities ticket portal requests
- Ability to assist in managing the security card database including issuing, deleting, and editing cards
- Ability to lodge Building Tenant Portal requests
- Ability to manage the offsite storage facility
- Ability to manage parking facilities
- Ability to manage facilities office wide communication
- Ability to manage and update facilities, reception, and catering documents
- Ability to manage WH&S requirements including keeping relevant registers up to date
- Ability to cover the corporate receptionist role when on leave (8am – 4.30pm)
- Ability to ensure the reception area is always tidy & clean
- Ability to ensure meeting rooms are ready for the next meeting
- Ability to walk floor regularly throughout the day
- Ability to proactively manage meetings that may over-run
- Ability to escalate AV issues to IT if required
- Ability to stay up to date on industry trends and new products
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