Receptionist

Department

Administration

Reports directly to

Office and Administration Manager

Reports INdirectly to

State Manager

Number of reporting relationships

2

Travel Requirements

Travel is not required

Employment Type

Full-Time

Employing entity

Capital Transport and Logistics Group Pty Ltd

authority to act

This position must act within written group policies, procedures and operations manuals. All decisions outside these parameters must be approved by your direct manager.

Critical relationships (internal)

State Manager
Office and Administration Manager
Customer Service Manager
Administration Department
Courier Department
Taxi Trucks Department
Contracts Department
Fleet Management Department
Sales and Account Management Department

Critical relationships (EXternal)

Existing clients
Existing sub-contractors
Visitors

Position Summary
As the Receptionist, you will report directly to the Office and Administration Manager and indirectly to the State Manager. As the first point of contact for all visitors, you are required to provide high quality customer service when greeting all visitors in person. As the receptionist, you will report directly to the Office and Administration Manager and indirectly to the State Manager. You are responsible for providing support and assistance to a number of Departments including the Administration Department, Sales and Account Management Department, Fleet Management Department and Customer Service Department.
You are required to fulfil all aspects of customer service as required and ensure that the reception area of the business is professionally maintained at all times. As the first point of contact of the business, you must ensure that all clients, visitors and sub-contractors are proficiently addressed to the highest standard to ensure that the Capital Group’s corporate image is maintained at all times.
1. Key Responsibilities and Tasks

Meet and greet all visitors, clients and sub-contractors in an efficient, friendly and professional manner
Ensure all visitors to the business premises sign into the visitors book located at the reception desk and are provided with a visitors pass
Ensure the Reception area is always clean and immaculate so as to ensure that a skilled and corporate image is maintained at all times
Carry out general office duties including filing, photocopying, and sorting incoming and outgoing correspondence on a regular basis throughout the day
Operate the switch board, ensuring all incoming calls are answered within three rings and directed to the correct person. You must ensure you accurately record and relay the required information including:





Name of the person calling;
Company they are calling from;
Reason for the call; and
Contact details, where required

Provide internal staff with administrative support including, but not limited to, taking accurate and detailed messages, word processing duties and preparing reports as required
Ensure all airline and country jobs from the previous day are priced accurately by 10.30 am each day
Run and process all daily reports by 2.00 pm each day; including, but not limited to:

Bad Service Codes Report;
Booking Errors Report;
Frequent Addresses Report;
Times and Changes Report;
Detention Report;
Notepad and Feedback Reports; and
HC530 Report

Print and collate new Driver Packs as required
Sort and distribute incoming and outgoing mail daily
Assist your Manager with any end of period tasks, as required
Assist the Customer Services Department where required, efficiently and accurately taking client bookings and ensuring that no more than 1.5% of your total bookings per day are booking errors. You are to only use the “Make Busy” telephone option for breaks and for the purpose of completing work-related tasks.
Liaise between the client, end customer and sub-contractor to resolve delivery problems and anomalies. Where you are unable to resolve an issue, you must escalate the issue to the appropriate Department
Prepare and process reports for the business as required
Ensure all data entry requirements are accurately completed without unnecessary delay
Escalate any incidents to the Fleet Management Department without delay
Attend one on one meetings with your Manager as required
Effectively communicate with colleagues and sub-contractors
Advocate co-operation with other departments
Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous
Assist with any reasonable tasks requested by your Manager
Notify your Manager if you require additional training as soon as practicable
Ensure you use work time and resources for work activities, through limiting personal phone calls, internet browsing and mobile phone usage
Ensure compliance with Capital Group’s Company Policies at all times
Ensure compliance with the Work Health and Safety (WH&S;)



responsibilities as outlined in section 3

2. Work Health and Safety (WH&S;) Responsibilities
All staff are responsible for the following safe work procedures and instructions:
2.1 Employees must

Cooperate with the Capital Group in relation to activities undertaken to comply with WH&S; and National Heavy Vehicle legislation;
Undertake all relevant training to carry out your responsibilities in line with CG’s policies and procedures and legislative requirements;
Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:

Load Restraint;
Mass and Dimension;
Fatigue;
Speed; and
Vehicle Standards.

Ensure that any potential or actual breaches of CG policies and procedures are reported immediately to their Manager;
Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; and
Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.

2.2 Supervisors are responsible for

Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CG’s policies and procedures and legislative requirements;
Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures and escalating to the Manager and relevant key stakeholders;
Assisting with any efforts undertaken by the Capital Group to implement initiatives and corrective actions to comply with WH&S; and National Heavy Vehicle legislation;

2.3 Managers and Section Heads are responsible for

Ensuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CG policies and procedures, and legislative requirements;
Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures;
Monitoring internal and external processes to identify risks to the business and developing suitable control measures;
Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.

📌 Admin - Receptionist (Wingfield)
🏢 Capital Transport and Logistics Group Pty
📍 Wingfield