RECEPTIONIST & OFFICE ADMINISTRATOR

SUMMARY:
Our client in the Educational industry is seeking a Receptionist & Office Administrator responsible for delivering exceptional front-of-house service, ensuring a professional and welcoming environment for all visitors and clients. The role also provides comprehensive administrative, office management, HR support, and basic finance assistance directly to the Head of College to ensure smooth and efficient daily operations

POSITION INFO:
Education:

• High school diploma or equivalent (required)
• Certificate or diploma in office administration, customer service, or related fields (advantageous)

• Welcome all visitors in a professional, friendly manner and build positive relationships.
• Assist walk-in clients and respond to enquiries.
• Answer and direct phone calls professionally.
• Direct clients to the appropriate department based on their needs.
• Schedule and confirm client appointments.
• Take accurate messages when required.
• Assist Course Advisors with course quotations.
• Arrange courier services for office stock, certificates, and documents.
• Assist with book ordering and student materials.

• Welcome all visitors in a professional, friendly manner and build positive relationships.
• Assist walk-in clients and respond to enquiries.
• Answer and direct phone calls professionally.
• Direct clients to the appropriate department based on their needs.
• Schedule and confirm client appointments.
• Take accurate messages when required.
• Assist Course Advisors with course quotations.
• Arrange courier services for office stock, certificates, and documents.
• Assist with book ordering and student materials.

• Provide comprehensive administrative support to the Head of College.
• Prepare letters, reports, documents, and presentations as required.
• Assist with maintaining office policies and the employee database in collaboration with HR.
• Assist with the onboarding and induction of new employees.
• Collect and prepare relevant information to support the Head of College in decision-making.
• Manage important calls and emails when the Head of College is unavailable.
• Arrange and coordinate logistics for meetings, workshops, seminars, and events.
• Organise and book travel arrangements and accommodation for the Head of College in a cost-effective manner.

• Assist the Finance Department with administrative finance tasks as needed.
• Maintain accurate records of invoices, delivery notes, waybills, and related documentation.
• Support budgeting and basic bookkeeping processes where required.
• Submit all supplier invoices to Finance for payment processing.
• Verify the receipt of supplies, equipment, staff reimbursements, and per diems.
• Ensure invoices and reimbursements are paid on time and properly filed.
• Manage vendor processes for clients and the College.
• Maintain an updated asset register for office equipment.
• Manage contracts and price negotiations with vendors and service providers when required.
• Liaise with facility-related service providers (cleaning services, catering, security, etc.).
• Maintain and support the College’s procurement processes and supplier relationships.

• Maintain effective and organised record-keeping systems for all administrative documentation.
• Ensure the office remains compliant with OHS regulations and procedures.
• Assist with printing and preparation of student manuals and learning materials.
• Attend to general enquiries and emails.
• Complete ad hoc duties as requested by the Head of College.