Administration Assistant

Kingfisher Partnership Pty Ltd; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Kingfisher Partnership Pty Ltd in Doncaster VIC is seeking an administration-focused role within a retirement community. You will balance front-desk duties with regular interactions across the village, supporting residents, families and visitors.

Reporting to the Village Manager, you will manage enquiries, coordinate contractor access, process resident payments and help maintain records. Experience in admin or customer service is valued, with empathy and calm communication essential.

Qualifications

• Experience in administration, reception or customer service is preferred.
• Ability to communicate clearly and warmly with residents and families.
• Patience, empathy and calm communication when assisting older residents.

Responsibilities

• Providing friendly and professional assistance to residents, families, contractors and visitors
• Managing telephone, email and face-to-face enquiries
• Coordinating contractor sign-in and site access requirements
• Processing resident payments and maintaining accurate records
• Assisting with the administration of the resident portal
• Monitoring and responding to resident emergency calls and alerts
• Managing mail, deliveries and other general administrative requirements
• Maintaining accurate records and following established administrative processes
• Working closely with other team members to ensure continuous coverage and high level of resident service

Skills

Administration

Reception

Customer service

Empathy

Communication

Job description

Kingfisher Partnership Pty Ltd – Doncaster VIC

This is an opportunity to join a leading retirement community in Doncaster where the quality of service provided to residents genuinely matters.

The position will suit someone who wants more than a purely desk-based administration role and enjoys building relationships with the people they support every day.

You will join a supportive team, receive appropriate training and have the opportunity to contribute to a community focused on providing residents with a safe, enjoyable and fulfilling retirement lifestyle.

The Role

Reporting to the Village Manager, you will be one of the key points of contact for residents, their families, contractors and visitors.

This is a varied role combining administration with regular interaction across the village. While you will be responsible for managing the administration desk and incoming enquiries, approximately 30% of your time may involve moving around the village, assisting residents, coordinating contractors and responding to operational requirements.

Importantly, one of your roles during normal business hours (9.00am to 5.00pm) will be responding to medical emergencies so a willingness to be involved and a sensitivity to the significance of these events is important.

Your responsibilities will include:

• Providing friendly and professional assistance to residents, families, contractors and visitors
• Managing telephone, email and face-to-face enquiries
• Coordinating contractor sign-in and site access requirements
• Processing resident payments and maintaining accurate records
• Assisting with the administration of the resident portal
• Monitoring and responding to resident emergency calls and alerts
• Managing mail, deliveries and other general administrative requirements
• Maintaining accurate records and following established administrative processes
• Working closely with other team members to ensure continuous coverage and a high level of resident service

The Opportunity

This is an opportunity to join a leading retirement community in Doncaster where the quality of service provided to residents genuinely matters.

The position will suit someone who wants more than a purely desk-based administration role and enjoys building relationships with the people they support every day.

You will join a supportive team, receive appropriate training and have the opportunity to contribute to a community focused on providing residents with a safe, enjoyable and fulfilling retirement lifestyle.

The Role

Reporting to the Village Manager, you will be one of the key points of contact for residents, their families, contractors and visitors.

This is a varied role combining administration with regular interaction across the village. While you will be responsible for managing the administration desk and incoming enquiries, approximately 30% of your time may involve moving around the village, assisting residents, coordinating contractors and responding to operational requirements.

Importantly, one of your roles during normal business hours (9.00am to 5.00pm) will be responding to medical emergencies so a willingness to be involved and a sensitivity to the significance of these events is important.

Your responsibilities will include:

• Providing friendly and professional assistance to residents, families, contractors and visitors
• Managing telephone, email and face-to-face enquiries
• Coordinating contractor sign-in and site access requirements
• Processing resident payments and maintaining accurate records
• Assisting with the administration of the resident portal
• Monitoring and responding to resident emergency calls and alerts
• Managing mail, deliveries and other general administrative requirements
• Maintaining accurate records and following established administrative processes
• Working closely with other team members to ensure continuous coverage and a high level of resident service

About You

You will ideally have previous experience in administration, reception or customer service, with experience in retirement living, aged care, healthcare, community services or a similarly customer-focused environment highly regarded.

More importantly, you will be someone who genuinely enjoys dealing with people with warmth and empathy.

You will need to be comfortable working with older residents and their families, including situations where patience, empathy and calm communication are important. At the same time, you will be organised and accurate and able to manage multiple priorities without losing attention to detail.

First aid experience would also be beneficial, with training able to be provided where required.

If you are interested in starting your professional administration pathway, or an experienced administrator who combines strong organisational skills with warmth, empathy and a genuine commitment to customer service, we would like to hear from you.