Company Overview

Freedom Finance Australia is an established and well-regarded financial services firm headquartered in Victoria, with offices across Melbourne, Brisbane, Sydney, and regional areas of Victoria and Current South Wales. We offer a comprehensive suite of services including investment, superannuation, insurance, taxation, lending, and accounting. Our team is committed to delivering outstanding client experiences and empowering individuals and businesses to achieve lasting financial freedom.

Position Overview

Providing backup coverage across front-desk and administrative functions, this role combines warm, professional customer service with essential administrative and operational support. The Receptionist & Administrator will step in to assist with overflow front-desk responsibilities, appointment coordination, and support the smooth day-to-day functioning of the office during peak periods, staff absences, or when additional capacity is needed.

The Receptionist & Administrator is expected to adhere to the procedures, protocols, and service standards of our Accounting Department. This role is supported by a network of experienced administrators within the Freedom Finance group and is provided with ongoing training and development.

Hours of Employment

This is a permanent part-time position, offering between 20 and 30 hours per week with a mandatory requirement to work from 9:00 am to 4:00 pm or 9.00 am. to 5.00 pm on Fridays. Additional hours are flexible and can be scheduled at mutually agreed times between the employee and the workplace.

Key Responsibilities

Customer Service

Reception & Administration is a client-facing role and assists the main Receptionist by providing a point of contact for all customers engaging with our offices. Customer Service duties are crucial for maintaining strong customer relationship and trust. These tasks require:

- Communication and empathy

- Approachability

- Ability to build client knowledge and rapport

- Product knowledge and sales

Reception employees engage in the following Customer Service tasks:

- Meet and greet visiting clients

- Provide tea and coffee for visiting clients





- Answer phone and transfer calls to other staff when required

- Manage client appointments

- Call and email clients with reminders, updates and other notifications

- Assist clients with paperwork and basic administrative tasks to ensure a smooth customer experience

Administration

The Reception & Administration role ensures smooth client interactions and internal coordination by completing Primary Administrative Duties. These tasks are generally:

- Immediately actionable or completed within a short duration

- Low risk, predicable and procedural

- Do not require a complex knowledge base

- Do not require approval or oversight of a senior staff member

- Do not require investigation or consensus between multiple staff to complete

- Often primary duty or capability of all administrative staff and can be a shared responsibility when appropriate

Reception employees engage in the following Primary Administration tasks:

- Effective general use of accounting software and systems, including Zoom, Microsoft Office, Microsoft Teams, Xero, Suite Files, Calendly, Adobe, etc

- Adhere to the procedures, protocols, and service standards of the accounting department

- Print and collate completed Income Tax Returns for client review

- Client ID verification

- Onboarding clients

- Maintaining client database

- Basic invoicing

- Facilitate client payments (EFT, Cash or Cheque)

- Allocate client payments to invoice

- Directing phone calls and voicemail

- Utilising email including managing individual email inbox and shared inboxes

- Updating staff calendars

- Manage client appointments, including reschedules and cancellations

- Mail In and Out procedures

- Document In and Out procedures

- Binding documents





- Bulk scanning and saving files

- Record detailed notes

- Processing Receipts via Hubdoc

- Preparing banking slip & counting till

- Reconciling daily EFTPOS receipts

- Participate in training and skills development activities

Operations Duties

The Reception & Administration role is responsible for sharing some Operations Duties which are essential to the smooth functioning of our collaborative office. Operations Duties ensure:

- Professional and functional space for both employees and clients

- Office cohesion between various departments of the Freedom Finance group

- Support service delivery

- Facilitate office communications and logistics

Reception employees engage in the following shared Operations tasks:

- Opening and Closing Business

- Manage scheduling of private consultation rooms and shared office spaces

- Maintain private consultation rooms to ensure tidiness and availability of supplies

- Maintain coffee machine

- Maintain urn in kitchen

- Organising office meetings and celebrations

- Conducting office errands including visiting post office and bank, collecting morning tea or cake for birthdays and celebrations, etc. *Note: this task requires use of personal car.

- Ensure kitchen is tidy and stocked appropriately

- Restock lolly bowls

Qualifications & Experience

- High school diploma or equivalent.

- Proven work experience as a Receptionist, Front Office Representative, or similar role.

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

- Strong verbal and written communication skills.

- Excellent organizational and multitasking abilities.

- Customer service orientation.

Preferred Skills

- Communication and interpersonal skills.

- Time management and the ability to prioritize tasks.

- Attention to detail and problem-solving skills.

- Patience and stress tolerance in a fast-paced environment.

Benefits

- Competitive salary and benefits package.

- Opportunities for professional development and exposure.

- Supportive and collaborative work environment.

- Flexible working arrangements available.

📌 Receptionist & Administration (Ballarat)
🏢 Freedom Finance Australia
📍 Ballarat