Receptionist and Office Administrator

Nova Systems; Fremantle; On-site; AUD 33,000 - 39,000; Part time

Benefits offered by this job

Generous parental leave

Professional development

Flexible working arrangements

Novated leasing

Job summary

Nova Systems in Fremantle WA is seeking a Receptionist and Office Administrator to deliver front desk and admin support, greet visitors, answer calls, and help keep the office running smoothly.

The role requires attendance in office, part-time hours (Mon-Fri 10:00am-2:00pm), and a service-oriented mindset. You will coordinate travel, manage supplies, support WHS and security, and assist senior leaders as needed.

Qualifications

• Previous experience in a busy office role.
• Strong customer service and communication skills.
• Proficiency with MS Office and PDF software.
• Ability to manage multiple tasks with minimal supervision.

Responsibilities

• Welcome visitors to the organisation and direct them as necessary.
• Manage incoming calls - both internal and external to the organisation.
• Maintain the general tidiness of the reception area, kitchen, and associated conference/meeting rooms.
• Order stationery and staff amenities.
• Coordinate office maintenance when required.
• Coordinate meeting room bookings and organise catering as required.
• Assist with new starter induction and onboarding.
• Assist with individual and group travel and accommodation bookings and claims.
• Credit card and expense reconciliation.
• Provide administrative support to SLT members and GMs as appropriate.

Skills

Front desk management

Customer service

Administrative support

MS Office suite

Tools

MS Office

PDF software

Job description

About the role Nova Systems is a leading engineering services and technology solutions company, partnering with our clients to keep our nations and people safe and secure. At Nova, we work collaboratively to achieve our vision and our strategic objectives, whilst staying true to our values of Trust, Professionalism, Community and Passion. We collectively contribute to a safe, respectful, and inclusive workplace, valuing diversity in all its forms. As the Receptionist and Office Administrator, you play a key role in providing comprehensive administrative support to our local office and ensuring a welcoming and efficient front desk experience, including managing incoming calls, greeting visitors, and providing essential administrative support to facilitate smooth office operations. Please note that this role is based in our Fremantle WA office and requires attendance in the office when duties and responsibilities are being undertaken. Hours of work are Monday to Friday 10:00am - 2:00pm and is offered on a permanent part-time employment basis. What you will be involved in: Front Office Management:

• Welcome visitors to the organisation and direct them as necessary.
• Manage incoming calls - both internal and external to the organisation.
• Maintain the general tidiness of the reception area, kitchen, and associated conference/meeting rooms.

Administrative Support:

• Order stationery and staff amenities.
• Coordinate office maintenance when required.
• Coordinate meeting room bookings and organise catering as required.
• Assist with new starter induction and onboarding.
• Assist with individual and group travel and accommodation bookings and claims.
• Credit card and expense reconciliation.
• Provide administrative support to SLT members and GMs as appropriate.

Safety and Security:

• Support WHS Officer, ensuring local WHSE requirements are met and maintained.
• Support Group Security Officer, ensuring security requirements are satisfied, and risks reported promptly.

Events Coordination:

• Coordinate with the Social Committee for various social events throughout the year (morning teas, monthly lunches, dinners, roadshows, etc.).
• Coordinate and facilitate a monthly meeting with senior leaders as a forum to ensure Nova remains a great place to work and coordinate leadership representation at events.

What we would like from you:

• Previous experience in a similar, busy office role, providing administrative support.
• Strong people skills with a high level of customer service.
• Good written and verbal communication skills and demonstrated prioritisation and time-management skills.
• Demonstrated flexibility and adaptability in the workplace with a proven ability to adjust your priorities to accommodate urgent requests.
• Ability to plan and perform tasks with minimal supervision.
• Excellent knowledge of the MS Office suite and PDF software.
• Be enthusiastic about providing high-quality support, with a proven ability to provide a high level of customer service.
• Australian Citizenship with the ability to obtain and maintain an AGSVA security clearance
• Ability to travel as required

Life at Nova - it all adds up! With people being our point of difference, we deliver on promises, reward good work, champion professional growth and support flexibility, all within a diverse and inclusive culture that recognises moments that matter. Life at Nova is our collection of employee benefits, designed to meet the many and varied needs of our people. Just a few of the great benefits you will have access to are:

• Generous Parental Leave: Primary Carers receive 20 weeks paid leave; Partner Carers receive 4 weeks. Full superannuation contributions for up to 52 weeks
• Professional and Personal Development: Up to $5,000 per year (pro rata) of allowance with PD leave included. Up to $750 per year (pro rata) can be used towards well-being such as a gym membership or assets related to well-being activities
• Additional Leave: Ranges from - Reserve, Loyalty, Emergency Services, Purchased (up to 2 weeks), and Community Service
• Flexibility: We promote a culture that encourages and enables flexible ways of working that support our people
• Dress For Your Day: We empower our people to determine their outfit for the activities of the day which allows for personal expression that builds trust
• Reward & Recognition Program: Offering exclusive discounts from hundreds of major retailers, helping you to save on groceries, petrol, holidays, and more
• Employee Assistance Program: for employees and family members
• Annual ANZ conference: Great way to connect more broadly and strengthen your internal networks and have some fun!
• Well-being Hub with access to health and fitness content
• Access to Defence Health and Travel Insurance
• Free Flu Vaccination annually
• Novated Leasing and Salary Sacrifice
• Nova Employee Share Offer
• An inclusive, collaborative, and supportive culture
• Social activities throughout the year, we even dress up at times, think Safari - we don't like to take ourselves too seriously!

You can view the full range of benefits at https://www.novasystems.com/au/careers/life-at-nova-systems

Nova Systems is committed to building a diverse and inclusive workplace, where everyone feels safe, valued, and included, where our people are our point of difference.

Nova Systems respectfully acknowledges the Traditional Custodians of the land and waters in which we live and work, and we pay our respects to Elders past, present and emerging. Nova Systems also acknowledges the services of the Aboriginal and Torres Strait Islander people who have contributed to defending Australia and its national interests.

To find out more about our commitment to Reconciliation, please visit our website.

Nova Systems is a Veteran Employment Supporter of the Veteran Employment Program. We value the skills Veterans bring and encourage Veterans and Defence partners to apply. Nova supports our Veterans through reserve leave and top-up pay entitlements. No need to tailor the use of Defence language in your resume, we prefer to see this however, please let us know if you need support with your application. We also ensure all applications receive a response and feedback when appropriate.

As a Defence security clearance is required for this role, applicants must be Australian Citizens and eligible to obtain and maintain an appropriate clearance. International Traffic in Arms Regulations (ITAR) are applicable and as such, your nationality may be a factor in determining your suitability for this role. To learn more, please visit: www.defence.gov.au/security/clearances

About Nova: Nova Systems is Australia's largest privately-owned Defence company with global reach. We are leaders in capability assurance and systems integration solving complex challenges in innovative ways. We are relied on to develop and test capabilities critical to national security and safety. We are trusted to integrate mission systems solutions and develop software and products that protect lives every day. For 25 years, Nova has brought a different perspective. From national Defence and essential services to border control and cyber security, these are the challenges we partner with our clients to anticipate, understand, and solve. We have strategically located offices in Australia, New Zealand, the United Kingdom, and Ireland. But what makes Nova Systems truly unique, is our people. Nova Systems is where the best and brightest minds come together to challenge, collaborate, and innovate. At Nova Systems, we see things differently.