Position Title: Administrative Assistant / Receptionist
Location: Yarra Valley Estate, Yarra Valley, VIC
Reports To: YVE Sales, Office & Staff Wellbeing Manager

About Us

Yarra Valley Estate is a unique eco-conscious venue nestled in the Yarra Valley, offering caravan storage, accommodation, and a thriving Edible Forest. Set on serene grounds, we provide a welcoming, nature-connected setting for a wide range of clients and guests. We pride ourselves on our holistic approach to hospitality and sustainability.

Position Summary

We are seeking a highly organised, proactive, and customer-focused Administrative Assistant/Receptionist to support the smooth operation of our venue. This role is responsible for front desk management, accommodation bookings, and delivering exceptional guest experiences. You will also support our Caravan Storage and Edible Forest teams, assist with hospitality services, and handle general administrative tasks.

Key Responsibilities & Functions

Reception & Customer Service

- Greet and welcome visitors, clients, and vendors with a warm and professional demeanor

- Manage phone, email, and walk-in enquiries promptly and courteously

- Assist guests with accommodation check-ins and check-outs

- Handle service requests and reservations across departments

- Maintain a clean, organised, and inviting reception area

Administrative Support

- Provide admin support across all YVE departments

- Prepare and distribute correspondence, invoices, receipts, and service updates

- Maintain accurate records of contracts, bookings, and payments

- Support communication flow between departments

Data Entry & Record Keeping

- Maintain and update databases for accommodation, caravan storage,



and the Edible Forest

- Accurately log client interactions, contracts, and transactions

- Assist with generating reports on facility use, trends, and customer feedback

Facility Coordination

- Support coordination of maintenance for storage areas and Edible Forest

- Log and escalate facility-related issues and client concerns as needed

Performance Areas

Customer Service

- Prompt response times and appointment scheduling

- Efficient check-ins/outs and problem resolution

- Positive customer feedback and satisfaction metrics

- Support for tour and event coordination

Administrative Accuracy

- High standard of data entry and document management

- Timely processing of invoices and payments

Teamwork & Communication

- Strong collaboration across departments

- Support achievement of sales and operational targets

- Effective reporting and forecasting

- Support front of house team with hospitality when needed.

Training & Development

- Active participation in team development initiatives

- Commitment to personal learning goals and upskilling

- Openness to feedback and process improvement

Requirements

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

- Excellent written and verbal communication skills

- Strong attention to detail and time management

- Ability to lift and carry materials as needed

Preferred Experience

- Experience using Xero for account management

- Previous hospitality or reception experience highly regarded

If you are passionate about guest service, have a keen eye for detail, and thrive in a dynamic, eco-focused environment, we would love to hear from you.

Must live local to the Yarra Valley up to 1 hour drive.

📌 Part-time Receptionist (Toolangi)
🏢 Yarra Valley Estate
📍 Toolangi