KEY RESPONSIBILITIES RECEPTION Answer incoming phone calls in a professional and friendly manner, directing enquiries to the appropriate team members. Welcome and assist visitors, clients, and delivery personnel. Prepare meeting rooms ahead of scheduled meetings, ensuring they are tidy and well-stocked. Maintain general office tidiness, including managing bins, dumpsters, recycling, and kitchen duties (dishes, restocking). PERSONAL ASSISTANT SUPPORT Provide PA support to the Company Secretary and Administration Manager, assisting with correspondence, scheduling, and ad-hoc tasks as required. AI OPTIMISATION & IMPLEMENTATION Support the identification and implementation of AI tools and automation to improve day-to-day administrative processes and overall office efficiency. Assist in researching, testing, and rolling out new technology solutions across the business. DOCUMENT MANAGEMENT & FILING Sort, scan, file, and archive returned site documentation, ensuring records are accurate and up to date. Manage end-of-contract document processes, including archiving, scanning, and shredding. Support EOFY (End of Financial Year) document management — scanning, filing, and shredding as required. Digitise historical PHR docket books by entering data into Go Canvas. STOCK CONTROL & PROCUREMENT Conduct weekly grocery stocktake (Fridays) and complete the Monday morning shop. Manage monthly office supplies stock-up (Officeworks), including paper, printer toner, and general stationery. Refill printer paper trays weekly and check with site teams for any supply needs. Monitor and reorder essentials such as toilet paper, coffee, and printer toner. Coordinate locksmith services — arrange new keys and padlock repairs on a monthly check cycle. Conduct monthly PPE stocktake and place orders with Lilydale Safety as required. KEY ATTRIBUTES & QUALITIES Proactive mindset with a genuine interest in process improvement and innovation. Keen, motivated, and eager to learn new skills and take on new challenges. Positive, can-do attitude — happy to assist with any task, big or small. Strong organisational skills with good attention to detail. Excellent communication and interpersonal skills. Comfortable working independently and as part of a team. Reliable, punctual, and professional in presentation and manner. Interest in or aptitude for technology, AI tools, and digital systems. REQUIREMENTS No prior experience required — we’ll provide full training. A willingness to learn and a positive attitude are what matter most. Competent with Microsoft 365 (Outlook, Word, Excel, Teams). Willingness to learn and use business systems such as Go Canvas. Current driver’s licence (for occasional supply runs). To be eligible for an apprenticeship or traineeship you must be an Australian Citizen, Permanent Resident or have full working rights.
