Reception & Office Administrator

Prospex Recruiting; City of Monash; On-site; AUD 55,000 - 75,000; Full time

Job summary

Prospex Recruiting is partnering with a dynamic organisation to recruit a highly organised professional for their Support Team in Victoria. You will be the first point of contact for staff, visitors and customers, delivering essential day-to-day office coordination and administrative support across multiple locations.

You will work closely with Operations, Service/Engineering, Finance and HR, alongside external vendors, handling travel, invoicing and facilities tasks, while maintaining high

Qualifications

• Experience in reception or office administration.
• Experience supporting accounts payable or invoicing is desirable.
• Strong communication and customer service orientation.
• Excellent organization and attention to detail with codes and invoices.
• Proficiency with Pronto, Bluebeam, OSCAR, Google Workspace or MS Office.

Responsibilities

• Managing reception duties, greeting visitors, and handling incoming calls.
• Triaging customer enquiries, phone queries, and purchase order enquiries.
• Coordinating office supplies, logistics, ordering, and deliveries across multiple sites.
• Supporting day-to-day staff requests for printing, meeting setups, and catering.
• Maintaining office presentation standards, including the daily cleaning of the kitchen and common areas.
• Booking and coordinating domestic and international flights and accommodation.
• Processing weekly corporate travel invoices and ensuring accurate project codes are allocated.
• Managing building access through the issuance and removal of FOBs.
• Managing user accounts across BP and Zettanet, and administering Bluebeam licence records in Pronto.
• Logging and managing ad-hoc tickets in the OSCAR Task Management System.
• Providing administrative support to Accounts Payable, assisting with invoice processing and coding checks.
• Coordinating uniforms, managing Graduate Shared Houses, and assisting with training logistics, such as setting up ASHRAE courses.

Skills

Reception & admin

Communication skills

Organisational skills

Customer service mindset

Time management

Tools

Pronto

Bluebeam

OSCAR

Telstra admin

Google Workspace

MS Office

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.

About Our Client

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.

About the Role

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.

Key Responsibilities

• Managing reception duties, greeting visitors, and handling incoming calls.
• Triaging customer enquiries, phone queries, and purchase order enquiries.
• Coordinating office supplies, logistics, ordering, and deliveries across multiple sites.
• Supporting day-to-day staff requests for printing, meeting setups, and catering.
• Maintaining office presentation standards, including the daily cleaning of the kitchen and common areas.
• Booking and coordinating domestic and international flights and accommodation.
• Processing weekly corporate travel invoices and ensuring accurate project codes are allocated.
• Managing building access through the issuance and removal of FOBs.
• Managing user accounts across BP and Zettanet, and administering Bluebeam licence records in Pronto.
• Logging and managing ad-hoc tickets in the OSCAR Task Management System.
• Providing administrative support to Accounts Payable, assisting with invoice processing and coding checks.
• Coordinating uniforms, managing Graduate Shared Houses, and assisting with training logistics, such as setting up ASHRAE courses.

Key Skills & Experience

• Previous experience in reception, office administration, operations support, or facilities coordination is preferred.
• Previous experience supporting administrative or finance functions, such as invoice processing and coding, is highly desirable.
• Strong professional communication skills and a dedicated customer service approach.
• Excellent organisation and time management skills.
• High attention to detail, particularly with project codes, invoices, and compliance tasks.
• Professionalism and discretion when handling confidential access, employee, and finance information.
• Desirable experience using systems like Pronto, Bluebeam, OSCAR, Telstra account administration, and Google Workspace or Microsoft Office.

Why Apply?

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.