Reception & Office Operations Specialist

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

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