Receptionist & Admin Assistant

CBRE Group, Inc.; Hamilton; On-site; NZD 42,000 - 54,000; Full time

Job summary

CBRE is seeking a Receptionist & Admin Assistant in Hamilton to provide administrative support for a key client account. The role includes greeting visitors, answering calls, setting up meeting rooms, and other duties within Workplace Experience.

You will handle scheduling, conferencing setup, catering coordination, and general clerical tasks while upholding security procedures and efficient office operations.

Qualifications

• Ability to comprehend instructions, short correspondence and memos.
• Ability to respond to inquiries or complaints with professional customer service.
• Basic math for figures and percentages.
• Base English speaking/writing and intermediate MS Office skills.

Responsibilities

• Answer and direct incoming calls to appropriate personnel.
• Greet and announce clients, visitors and applicants; issue visitor passes.
• Schedule and prepare meeting rooms; arrange equipment and conferencing.
• Coordinate catering for meetings and events; review invoices if needed.
• Process office mail, faxes and courier tracking; arrange messenger services.
• Maintain reception and common areas; request building services as needed.
• Maintain service requests records and logs; manage guest referrals.
• Perform other duties as assigned.

Skills

Communication

Financial knowledge

Reasoning ability

Microsoft Office

Flexibility

Education

High school degree or above

Tools

Microsoft Office Suite

Job description

• Key MNC client account based in Hamilton
• Plenty of opportunities to grow within the account and the business
• Mixture of administrative and reception duties

About CBRE

CBRE is the world's leading and largest commercial real estate services and investment firm, servicing over 90% of the world’s Fortune 100 companies. Our Global Workplace Solutions division (GWS) is comprised of the best and brightest industry professionals, at the forefront of innovation, and highly invested in the development and unique needs of our diverse employees and global clients.

About the Role:

As a CBRE Receptionist & Admin Assistant, you will provide administrative tasks to a department or office. This includes greeting visitors, answering calls, setting up meeting rooms, and other duties.

This job is part of the Workplace Experience function. They are responsible for providing world-class customer service to the clients and visitors of a designated building.

What You’ll Do:

• Receives and directs incoming calls to appropriate personnel and voicemail.
• Greets and announces clients, applicants and visitors. Follows security procedures for recording guests, suppliers and other visitors. Arranges escorts as needed. Issues visitor passes and validates parking.
• Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arranges video and/or web conferencing as needed.
• Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
• Performs general clerical duties associated with distributing office faxes, packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight and mail. Meters mail. Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.
• Orders office supplies and other common use items for the location, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc.
• Maintains neat appearance reception area, conference rooms café and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.
• Maintains records and logs of service requests and tracks their status.
• Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
• Performs other duties as assigned.

What You’ll Need:

• COMMUNICATION SKILLS: Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor with a strong, professional customer service orientation.
• FINANCIAL KNOWLEDGE: Ability to calculate simple figures such as percentages.
• REASONING ABILITY: Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
• Base English speaking/ write，Intermediate skills with Microsoft Office Suite. Ability to work flexible work schedules based on office needs.
• High school degree or above, Prior Front Desk, Concierge, customer service or other hospitality experience preferred.

Why CBRE

When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values — respect, integrity, service and excellence — and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential.

We welcome all applicants.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.