Job Description
We are partnering with a dynamic organisation to find a highly organised professional to join their Support Team. Our client requires a proactive and solutions-focused individual who can comfortably handle competing priorities while working independently.
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About Our Client
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We are partnering with a dynamic organisation to find a highly organised professional to join their Support Team. Our client requires a proactive and solutions-focused individual who can comfortably handle competing priorities while working independently.
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About the Role
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This position serves as the vital first point of contact for internal staff, visitors, and customers. Reporting directly to the Support Team Leader, you will deliver essential day-to-day office coordination and administrative support across multiple locations. You will work closely with various internal departments, including Operations,
Service/Engineering,
Finance, and HR, alongside external vendors.
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Key Responsibilities
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Managing reception duties, greeting visitors, and handling incoming calls.
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Triaging customer enquiries, phone queries, and purchase order enquiries.
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Coordinating office supplies, logistics, ordering, and deliveries across multiple sites.
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Supporting day-to-day staff requests for printing, meeting setups, and catering.
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Maintaining office presentation standards, including the daily cleaning of the kitchen and common areas.
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Booking and coordinating domestic and international flights and accommodation.
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Processing weekly corporate travel invoices and ensuring accurate project codes are allocated.
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Managing building access through the issuance and removal of FOBs.
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Managing user accounts across BP and Zettanet, and administering Bluebeam licence records in Pronto.
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Logging and managing ad-hoc tickets in the OSCAR Task Management System.
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Providing administrative support to Accounts Payable, assisting with invoice processing and coding checks.
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Coordinating uniforms, managing Graduate Shared Houses, and assisting with training logistics, such as setting up ASHRAE courses.
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Key Skills & Experience
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Previous experience in reception, office administration, operations support, or facilities coordination is preferred.
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Previous experience supporting administrative or finance functions, such as invoice processing and coding, is highly desirable.
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Strong qualified communication skills and a dedicated customer service approach.
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Excellent organisation and time management skills.
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High attention to detail, particularly with project codes, invoices, and compliance tasks.
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Professionalism and discretion when handling confidential access, employee, and finance information.
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Desirable experience using systems like Pronto, Bluebeam, OSCAR, Telstra account administration, and Google Workspace or Microsoft Office.
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Why Apply?
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If you enjoy working across various systems, coordinating with multiple departments, and ensuring smooth office operations, this is the perfect opportunity. Join a collaborative environment where your proactive approach will be highly valued.

📌 Reception & Office Administrator (Victoria)
🏢 Prospex Recruiting
📍 Victoria