About the Role
We are seeking an experienced and highly organized Receptionist / Office Administrator & Accounts Officer to support our Director and senior management team. This is a hands-on role combining front-of-house reception, office administration, and accounting responsibilities. The successful candidate will play a key role in ensuring smooth office operations while maintaining the highest level of confidentiality and professionalism.
Key Responsibilities
Reception & Office Administration
- Act as the first point of contact at the front desk, welcoming visitors and answering incoming calls
- Maintain strict confidentiality when working with the Director and senior management
- Handle all aspects of office administration and daily operational support
- Coordinate with cleaners and manage office cleanliness standards
- Plan, order, and manage office supplies (stationery and pantry items)
- Arrange daily pantry setup (snacks, fruit, plates, etc.)
- Manage courier services and deliveries
- Order and coordinate monthly staff lunches
- Plan and organise external team events (e.g. end-of-year dinners)
- Manage staff gifts, flowers, and celebrations (e.g. new babies)
- Liaise with suppliers, vendors, and contractors for office repairs and maintenance
- Apply for building access for maintenance and repair activities
- Liaise with building management on general office matters
- Coordinate gym benefits and manage monthly payments
- Track office assets and assist with the annual office audit
- Maintain accurate filing systems, including scanning and filing documents such as NDAs and contracts
- Coordinate and book travel and accommodation arrangements
- Assist with ad-hoc administrative tasks as required
Accounts Responsibilities
- Manage overall accounting activities, including Accounts Payable (AP) and Accounts Receivable (AR)
- Perform GL posting and reconciliation
- Ensure timely and accurate month-end close
- Raise invoices, update payment records, schedule payments, and handle banking errands
- Process and enter expense claims for senior management and employees
- Maintain purchase orders and accounting documentation
- Maintain a proper accounting and filing system
- Maintain the fixed assets register
- Liaise with external auditors and banks
- Perform other accounting tasks as assigned
Required Skills & Experience
- Minimum 5 years experience in office management or administrative support
- Diploma or degree preferred
- Experience using MYOB accounting software
- Experience with purchase order processes (advantageous)
- Strong organizational, interpersonal, and communication skills
- High attention to detail and accuracy with excellent time management skills
- Strong technical skills, including Microsoft Office and Mac computer operation
- A proactive team player who is adaptable and flexible in a fast-paced environment
- Approachable, fun, and outgoing personality.
EA Number: 11C4879
