Office Administrator & Customer Service

BCMA - Ballarat Centre of Music and the Arts; Ballarat; On-site; AUD 40,000 - 60,000; Part time

Job summary

BCMA - Ballarat Centre of Music and the Arts in Ballarat East is seeking an organised, enthusiastic Office Administrator & Customer Service person to join the administration team. This part-time role supports day-to-day operations of our vibrant performing arts centre and community.

The successful applicant will have a minimum of 1–2 years' office administration experience, excellent organisational and communication skills, and a genuine passion for providing outstanding customer service.

Qualifications

• Minimum 1–2 years of office administration experience.
• Excellent communication and interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to multitask and prioritise.
• Professional and friendly manner.

Responsibilities

• Greeting and assisting students, families and visitors at reception.
• Providing high level customer service.
• Responding to customer inquiries in person, by phone and via email.
• General office administration and reception duties.
• Data entry and maintaining accurate student and customer records.
• Basic bookkeeping and processing financial information.
• Taking payments and assisting with account enquiries.
• Assisting with enrolments, timetable administration and class organisation.
• Managing communications and correspondence.

Skills

Customer service

Organisational skills

Data entry

Multitasking

Interpersonal skills

Computer literacy

Communication

Tools

Microsoft Office

Job description

BCMA - Ballarat Centre of Music and the Arts - Ballarat East VIC

We have an exciting opportunity for an organised, enthusiastic and detail-oriented Office Administrator & Customer Service person to join our administration team at the Ballarat Centre of Music & the Arts (BCMA).

This is a varied and fast-paced role supporting the day-to-day operations of our vibrant performing arts centre and the BCMA community.

The successful applicant will have a minimum of 1-2 years' office administration experience, excellent organisational skills and a genuine passion for providing outstanding customer service.

APPLICATIONS CLOSE Tuesday, November 3rd.

ROLE DESCRIPTION

The person accepting this role will be responsible for a combination of front-of-house customer service, administration and general office duties, supporting the BCMA administration team and the daily activities of our students, families and teaching staff.

We are looking for a vibrant, enthusiastic and efficient individual who is highly motivated, adaptable and able to work effectively both independently and as part of a small, busy team.

The successful applicant will be comfortable working with a wide range of age groups, from young children through to adults, and will have a friendly, approachable manner and the ability to remain calm and professional in a busy environment.

This is a demanding and rewarding role that requires:

• Exceptional organisational and time-management skills

• Strong attention to detail

• The ability to multitask and prioritise competing demands

• Excellent communication and interpersonal skills

• Initiative and the ability to problem-solve

• The ability to work independently and as part of a team

• A high level of computer literacy

• Confidence dealing with customers, students, parents and staff

• The ability to learn new systems and processes quickly

• A positive, can-do attitude and willingness to contribute to the wider BCMA team

DAY-TO-DAY RESPONSIBILITIES

Every day at BCMA is different, providing an interesting, varied and ever-changing role. Duties may include:

• Greeting and assisting students, families and visitors at reception

• Providing a high level of friendly and professional customer service

• Responding to customer enquiries in person, by phone and via email

• General office administration and reception duties

• Data entry and maintaining accurate student and customer records

• Basic bookkeeping and processing financial information

• Taking payments and assisting with account enquiries

• Assisting with scheduling, timetabling and lesson administration

• Managing communications and correspondence

• Assisting with enrolments, withdrawals and general customer administration

• Uniform fitting, sales and stock management

• Assisting with the organisation and administration of classes, events and productions

• Supporting teachers and the wider administration team

• Filing, document management and general office organisation

• Assisting with day-to-day problem solving and unexpected situations

• Other administrative duties as required to support the smooth running of BCMA

ESSENTIAL EXPERIENCE & SKILLS

The successful applicant must have:

• A minimum of 1-2 years' office administration experience

• Previous experience in a customer service or front-office environment

• Basic data-entry level bookkeeping experience

• Strong computer and administrative skills

• Excellent attention to detail and accuracy

• Excellent written and verbal communication skills

• Strong organisational and time-management abilities

• The ability to confidently manage multiple tasks and deadlines

• A professional, friendly and approachable manner

A background or interest in music, dance, drama or the performing arts would be advantageous, but is not essential.

THE IDEAL PERSON

We are looking for someone who will thrive in a busy, creative and people-focused environment and who genuinely enjoys being part of a team.

You will be someone who is:

Organised. Reliable. Proactive. Friendly. Adaptable. Efficient.

No two days at BCMA are exactly the same, so the ability to think on your feet, take initiative and approach challenges with a positive attitude is essential.

This is a fantastic opportunity for someone who enjoys working with people, loves variety and wants to be part of a vibrant performing arts community.

This part-time role requires availability for evenings and weekends.