RECEPTIONIST / OFFICE ADMINISTRATOR Established Civil & Structural Engineering firm based in Surrey Hills We are looking for an enthusiastic Office Administrator / Receptionist to work as part of our team on a full time basis.
The ideal candidate must have:
A minimum of 3 years experience in a similar role. High level of proficiency with computers generally, and in particular with use of Microsoft Office suite (Word, Excel, Outlook) and online client portal websites (specific training will be provided). Outstanding organisational skills with the ability to self-manage and prioritise tasks. Ability to multitask in a full working environment. Ability to work autonomously and as part of a team which comprises engineers, architects and other support staff. Excellent communication skills and professional telephone manner. Experience dealing with a wide range of people, including clients, professionals and the general public (typically property owners). A positive attitude and flexibility to deal with different situations. Basic knowledge of accounting software such as Xero would be favourable but is not essential as training will be provided. Primary duties will include:
Answering the telephone. Liaising with clients and other parties via phone and email. Creating new files for jobs (digital and physical files). Scheduling of engineers inspections in calendars. Making appointments with clients / site contacts. Managing the office email inbox. Preparation of invoices. Assistance with management of a number of internal systems. General office tasks as required by the business. Assistance with general office tasks as required by the business. Appropriately distributing job related emails/documentation. Managing and entering/updating internal systems throughout the day. Occasional typing of engineers letters and reports. The general operations of the business comprises engineering site inspections of distressed buildings (typically damaged due to fire, water, earthquake, impact etc) for the insurance industry, and the preparation of engineering documentation. The Office Administrator/Receptionist role is to support the engineering staff (in conjunction with other administrators) to allow them to carry out their work as smoothly as possible.