Reception and Office Manager

Job Description

THE TEAM

As a vital member of the Administration team, the Receptionist is crucial in delivering exceptional service to our clients, potential clients, and employees. The Receptionist provides frontline support at the Ticketmaster and Live Nation Melbourne head office. The role will entail you to work closely with another receptionist to ensure continuous front desk coverage, particularly during breaks. This collaborative effort ensures that all reception duties are seamlessly managed, maintaining uninterrupted reception operations throughout the day.

THE JOB

The role plays a crucial role in the smooth operation of an organisation. Acting as the first point of contact for visitors and callers, the receptionist sets the tone for the company's customer service experience. Responsibilities will also include increasing organisational efficiency in reception, administrative and office management.

WHAT YOU WILL BE DOING
1. Greeting and Welcoming Visitors:
• Warmly greet visitors upon their arrival.
• Ensure visitors feel comfortable and are directed to the appropriate person in a timely manner.
• Attend to all visitors and contractors entering the building, ensuring they are properly signed in and contract passes issued accordingly.
• Take messages for staff; know their whereabouts and when/where they can be contacted if necessary.
• Keep the reception area neat, organised, and welcoming.

2. Managing Incoming Calls:
• Effectively handle all incoming calls through the reception area.

3. Handling Correspondence:
• Collect, sort, prioritise and distribute incoming mail on a daily basis. Ensure all mail that has been delivered to Reception is collected and distributed within the specified time or follow up uncollected mail.
• Prepare outgoing mail and packages, ensuring timely and accurate dispatch.
• Process external mail daily for Australia Post and other entities.
• Arrange courier and other delivery services.
• Typing of internal Memos and non-confidential correspondence.

4. Administrative Support:
• Provide general support to office staff and management.
• Manage office supplies and inventory, placing orders as necessary.
• Maintain and manage all schedule of bookings for the Boardroom and meeting rooms and Main Stage on the Ground Floor.
• Assist with planning and organising company events, meetings and conferences.
• Arrange catering and logistics for events and meetings.
• Maintain staff and client contact phone lists.
• Administration support including archiving offsite and travel bookings.
• Action job service requests on various service management tools for the building and liaise with contractors on any issues relating to the building.
• Arranging courier and other delivery services both locally and nationally
• Perform other administrative duties when directed by the Executive Assistant.

5. Security and Access Control:
• Monitor and manage access to the office, ensuring security protocols are followed.
• Prepare and issue security passes for staff and visitors accordingly.
• Manage the security pass register including monthly audits on all passes to meet PCI compliance requirements.
• Complete a daily audit to ensure all passes have been returned and if not that they are deactivated.

6. Customer Service:
• Address and resolve basic inquiries and complaints.
• Provide excellent customer service, ensuring all interactions reflect the company's professionalism and standards.
• Effectively handle all incoming calls through the reception area.
• Attend to all visitors and contractors entering the building.
• Take messages for staff; know their whereabouts and when/where they can be contacted if necessary.
• Responsible for the incoming and outgoing distribution service of mail across all companies on a daily basis. This includes administration support management of the distribution of products including but not limited to, ticket stock, collector tickets, merchandise and gift cards.
• Maintain and manage all schedule of bookings for the Boardroom and meeting rooms.
• Typing of internal Memos and non-confidential correspondence.
• Prepare stationery orders and other office orders as necessary.
• Book catering or coffee facilities for management and client meetings. Assist with the setup of the catering and coffee in meeting or social events or coordinate with the meeting owner to ensure it is ready prior to the event or meeting.
• Prepare stationery orders and other office orders as necessary.
• Order morning teas, lunches for meetings and/or training sessions. Assist with the setup of the catering and coffee in meeting or social events or coordinate with the meeting owner to ensure it is ready prior to the event or meeting.
• Assist with the setup of the meeting rooms for the events.
• Maintain staff and client contact phone lists.
• Prepare and issue security passes for staff and visitors. Manage the security pass document including monthly audits on all passes to meet PCI compliance requirements.
• Maintain register of visitor security passes Ensure all visitor security passes are accounted for at the end of each day.

WHAT YOU NEED TO KNOW (or TECHNICAL SKILLS)
• Proficiency with the use of Microsoft Windows office package.
• Well-developed interpersonal and communications skills.
• Proactive focus, initiative.
• Organisational abilities.
• Strong commitment to provision of service excellence.
• Ability to work independently and as part of a team.

YOU (BEHAVIOURAL SKILLS)
• Passionate about delivering service excellence.
• Proactive and self-disciplined
• Polite and courteous
• Acts with integrity - represent information and data accurately.
• Excellent communication skills
• Attention to detail and problem-solving skills.
• Strong organisational and multitasking abilities
• Dependability: Reliability and punctuality are crucial for managing front desk responsibilities effectively.
• Proven experience as a receptionist, office manager, or in a similar administrative role desirable.

LIFE AT TICKETMASTER

We are proud to be a part of Live Nation Entertainment, the world's largest live entertainment company.
Our vision at Ticketmaster is to connect people around the world to the live events they love. As the world's largest ticket marketplace and the leading global provider of enterprise tools and services for the live entertainment business, we are uniquely positioned to successfully deliver on that vision.

We do it all with an intense passion for Live and an inspiring and diverse culture driven by accessible leaders, attentive managers, and enthusiastic teams. If you're passionate about live entertainment like we are, and you want to work at a company dedicated to helping millions of fans experience it, we want to hear from you.
Our work is guided by our values:

Reliability - We understand that fans and clients rely on us to power their live event experiences, and we rely on each other to make it happen.

Teamwork - We believe individual achievement pales in comparison to the level of success that can be achieved by a team.

Integrity - We are committed to the highest moral and ethical standards on behalf of the countless partners and stakeholders we represent.

Belonging - We are committed to building a culture in which all people can be their authentic selves, have an equal voice and opportunities to thrive.

#LI-NL1

#LI-Onsite

#TM-AU

Jobcode: Reference SBJ-reeok0-34-231-180-210-42 in your application.