Administration & Reception Assistant - Part Time

David Chapman Family Trust; Newcastle; On-site; AUD 28,000 - 39,000; Part time

Job summary

Newcastle City Business Centre in Newcastle CBD is seeking an Administration & Reception Assistant on a part-time basis. You will welcome visitors, handle calls, manage data entry and provide essential admin support in a professional office environment.

Based in Newcastle CBD, this role offers flexible part-time hours with a focus on organisation, customer service and contributing to smooth day-to-day operations.

Qualifications

• Excellent organisational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Word, Excel and Outlook.
• Experience in an administrative or reception role.
• Ability to maintain confidentiality and handle sensitive information.
• Friendly, approachable with good customer service.
• Flexible and adaptable in a dynamic work environment.
• Experience with telephone systems and scheduling software is advantageous.
• Experience with Xero would be a bonus.
• Willing to fill in when colleagues are on leave.

Responsibilities

• Greet and welcome visitors, clients, and stakeholders in a professional manner.
• Manage incoming/outgoing calls, take messages and route to staff.
• Maintain a tidy, welcoming reception area.
• Perform accurate data entry and filing using digital systems.
• Prepare correspondence, reports and administrative documents.
• Manage calendars, schedule appointments and coordinate meetings.
• Provide general administrative support to staff.
• Process invoices, purchase orders and office expenses.
• Maintain office supplies and order re-stocks as needed.
• Support clerical and administrative duties as required.

Skills

Organisational skills

Communication skills

MS Office

Reception experience

Tools

Xero

Job description

David Chapman Family Trust – Newcastle NSW

Newcastle City Business Centre is seeking a dedicated Administration & Reception Assistant to join our team on a part-time basis. Based in Newcastle CBD, this role is fundamental to the smooth operation of our administrative functions and reception services. You will be the first point of contact for visitors and callers, whilst managing critical administrative tasks that support the day-to-day operations of the organisation. This position offers flexibility with part-time hours, making it ideal for candidates seeking a balanced work arrangement.

Key responsibilities

Greeting and welcoming visitors, clients, and stakeholders in a professional and courteous manner

Managing incoming and outgoing telephone calls, taking accurate messages and directing calls to appropriate staff members

Maintaining the reception area to ensure it is tidy, welcoming, and well-organised

Performing data entry tasks with accuracy and attention to detail

Filing and organising documents using appropriate filing systems and digital databases

Preparing correspondence, reports, and other administrative documents

Managing calendars, scheduling appointments, and coordinating meetings

Providing administrative support to staff members as required

Processing invoices, purchase orders, and general office expenses

Maintaining office supplies inventory and ordering supplies as needed

Supporting the organisation with general clerical and administrative duties

What we're looking for

Excellent organisational and time management skills with the ability to prioritise multiple tasks effectively

Strong communication skills, both written and verbal, with a professional demeanour

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general computer literacy

Experience in an administrative or reception role, preferably in a professional office environment

Ability to maintain confidentiality and handle sensitive information appropriately

A friendly and approachable nature with excellent customer service skills

Attention to detail and accuracy in all administrative tasks

Flexibility and adaptability in a dynamic working environment

Experience with telephone systems and scheduling software is advantageous

Experience with Xero would be a bonus

Flexibility to be able to fill in when other staff are on leave

About us

Located in our heritage building at 17 Bolton Street, close to Newcastle's harbour and beaches, NCBC provides serviced offices, virtual office services and meeting rooms for a range of professional businesses.

Our reception team is central to the centre, providing a warm welcome and professional support to our tenants and their clients.

What we offer

Part-time work schedule that provides flexibility and work-life balance

A welcoming and supportive team environment

Professional development opportunities to enhance your skills and career progression

Exposure to diverse administrative functions and organisational operations

The satisfaction of contributing to a trusted and valued organisation

Competitive remuneration for the part-time role

A workplace that values reliability, professionalism, and teamwork