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 New 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:
Qualified 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