Guest Administrative Assistant

Atlassian Williams F1 Team; Grove; On-site; GBP 21,000 - 27,000; Full time

Job summary

Williams F1 Team Headquarters is seeking a Guest Administrative Assistant who will greet visitors, support reception, and help run the office with a high standard of professionalism. You will manage calls and emails, set up meeting rooms, coordinate with Facilities and Security, assist with hospitality, charity and fan requests, and handle confidential information with discretion.

Proficiency in Microsoft Office and Envoy visitor management is desirable, along with previous experience in a

Qualifications

• Previous experience in a Reception, Customer Service, or Administrative role is essential.
• Excellent interpersonal and communication skills.
• Strong organisational skills with the ability to multitask in a fast-paced environment.
• Professional, approachable and customer-focused demeanor.
• Proficient in Microsoft Office applications and experience with visitor management systems (e.g., Envoy) desirable.
• Experience working in a corporate or hospitality environment preferred.

Responsibilities

• Deliver a warm, professional welcome to all visitors, guests, and staff at Williams F1 Team HQ.
• Manage all incoming calls, directing them appropriately, and oversee the ‘personnel’ and ‘charity’ inboxes.
• Perform administrative tasks such as filing, mail sorting, and processing outgoing business mail via the franking machine.
• Maintain cleanliness and organisation of all reception areas, ensuring literature and displays are up to date.
• Monitor and replenish basic office supplies.
• Collaborate with Facilities to manage visitor check-ins through the Envoy Guest Management System, liaising closely with Security.
• Prepare and set up meeting rooms, coordinating with on-site catering for hospitality and refreshments.
• Represent the business with a positive, professional attitude and appearance at all times.
• Handle confidential and sensitive information with discretion.
• Provide occasional support for internal staff engagement activities.
• Manage correspondence relating to charity and fan requests, including administering fan competitions.
• Undertake regular and ad hoc administrative support for other departments, such as assisting HR with new starter boxes, coordinating safety equipment for OH&S, and issuing supplier invites.

Skills

Interpersonal skills

Multitasking

Reception experience

Customer-focused

Tools

Microsoft Office

Envoy Visitor Management

Job description

The Guest Administrative Assistant plays a key role in ensuring the smooth and professional operation of Williams F1 Team Headquarters. As the first point of contact for visitors and guests, this role provides a consistently high standard of welcome and administrative support across the business, ensuring our reception and guest management processes reflect the professionalism and excellence of the Williams brand.

Main Duties

• Deliver a warm, professional welcome to all visitors, guests, and staff at Williams F1 Team HQ.
• Manage all incoming calls, directing them appropriately, and oversee the ‘personnel’ and ‘charity’ inboxes.
• Perform administrative tasks such as filing, mail sorting, and processing outgoing business mail via the franking machine.
• Maintain cleanliness and organisation of all reception areas, ensuring literature and displays are up to date.
• Monitor and replenish basic office supplies.
• Collaborate with Facilities to manage visitor check-ins through the Envoy Guest Management System, liaising closely with Security.
• Prepare and set up meeting rooms, coordinating with on-site catering for hospitality and refreshments.
• Represent the business with a positive, professional attitude and appearance at all times.
• Handle confidential and sensitive information with discretion.
• Provide occasional support for internal staff engagement activities.
• Manage correspondence relating to charity and fan requests, including administering fan competitions.
• Undertake regular and ad hoc administrative support for other departments, such as assisting HR with new starter boxes, coordinating safety equipment for OH&S, and issuing supplier invites.

Qualifications

• Previous experience in a Reception, Customer Service, or Administrative role is essential.
• Excellent interpersonal and communication skills.
• Strong organisational skills with the ability to multitask in a fast-paced environment.
• Professional, approachable, and customer-focused demeanour.
• Proficient in Microsoft Office applications and experience with visitor management systems (e.g., Envoy) desirable.
• Experience working in a corporate or hospitality environment preferred.

Additional Information

Atlassian Williams F1 Team is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.