Receptionist

Job Description

Primary Purpose of Position:The WM Receptionist is responsible for a range of reception and administrative duties associated with the daily operation of the Company. This role is accountable to all Australia Business Units including TV Distribution/ Networks, Corporate Finance and HR.

The role also liaises with and is accountable for the reception, general building and courier duties for the TV Production team.

Position Responsibilities:

Act as the first point of contact for the Sydney Head office for WarnerMedia Australia Pty Ltd (WM), Warner Bros. Entertainment Australia Pty Limited (WBEA) & Warner Bros International Television Productions Pty Limited (ITVP).

FRONT OF OFFICE
• Ensure that front office is serviced from 9-5pm daily.
• Greet and welcome all external visitors in a professional and courteous manner and answer inquiries.
• Notify staff when visitors have arrived at reception.
• Maintain security by allowing visitor entries only through the intercom or staff access.

PHONE CALLS
• Manage the primary phone line and answer all incoming calls in a professional and courteous manner.
• Vetting all calls to ensure only relevant phone calls (e.g. international calls) are directed to staff.
• Manage all unidentified callers such as sales calls or general inquiries and decline all unnecessary calls.
• Protect the privacy of all employees' details, not providing any employee's personal email/ contact details unless authorised by the individual.
• Update internal telephone directory and distribute via email on monthly basis, or more frequently as required.

MAIL & COURIER
• Manage courier deliveries for Corporate Finance, TV Distribution, TV Networks and HR.
• Manage all incoming and outgoing mail deliveries with Australia Post for the above Business Units and TV Production.
• Liaise with the ITVP staff (Level 7) on courier inquiries.
• Notify staff of any packages that need to be collected at reception. On a daily basis, manage packages pending collection.
• Notify staff when outgoing courier deliveries have been collected on their behalf.
OFFICE MANAGEMENT
• Manage access to both floors of WBEA and ITVP for staff and visitors.
• Organise access passes / keyfobs and monitor and identify users for WBEA.
• Escalate any parking inquiries and parking passes with Corporate Finance Director and HR.
• Monitor and maintain stationery, office, printer and kitchen supplies making orders as required and refilling toner / ink cartridges.
• Ensure the reception area and desk are kept neat and tidy at all times.
• Empty dishwashers every morning and stack dishes to be cleaned by the end of the day.
• Keep the utilities room, boardrooms and other shared spaces neat and tidy.
• Collect newspapers in building foyer and distribute to relevant Business Units.
• Maintain Level 6 floor and manage faults or broken equipment such as dishwashers and printers with external vendors.
• Organise and manage all social events including maintaining calendar of such events.
• Arrange catering for internal meetings / training as requested.
• On a frequent basis, maintain meetings rooms and boardrooms and manage scheduling.
• Maintain kitchen area and replenish supplies (coffee, tea, milk, etc.)

BUILDING MAINTENANCE
• Notify Building Manager / Strata for any maintenance or issues such as lighting repairs, general plumbing and toilets.
• Notify Building Manager / Strata of any upcoming office renovations, production jobs or any other tasks that may cause interruptions or issues to the main office building.
• Manage all internal and external vendors for managing all phones and IT access.
• Manage all correspondence from Building Manager / Strata such as fire and evacuation drills and notify HR Director and Finance Director.

HELP DESK, PHONE AND IT ISSUES
• Raise and manage general help desk and phone issues affecting Level 6 such as network outages, connections to the WM and WBEA server etc.
• Manage communications with Help Desk, IT and provide support as necessary.
• Notify HR Director and Corporate Finance Director of updates and communications with related vendors.
• Lead all identified vendors to access points such as server rooms and ensure doors are locked once work has been completed.

FINANCE ADMINISTRATION
• Raise purchase orders, coordinate payments and code invoices for both Sydney and Melbourne business units.
• Support other finance administration tasks as required.
• Prepare and manage expense claims on behalf of TV Distribution, Consumer Products Corporate Finance and HR staff.
OTHER ADMINISTRATIVE TASKS
• Support TV Distribution / TV Networks marketing, market research and contract administration teams in both regular and ad hoc tasks (recording program scheduling, social media, etc.)
• Work with ITVP and Consumer Products (Melbourne) office staff to identify possible facilities efficiencies.
• Proactively identify opportunities to support/create efficiencies for the Sydney business and present recommendations to Finance Director.

Work Experience
• Minimum 1 year experience working in an Administration Officer or similar position.
• Experience working in multi-national environments with Front of Office experience desirable.
• Passion for film and TV.
• Self-starter with ability to take initiative and work pro-actively with limited supervision (essential).

Knowledge/Skills
• Clear written and verbal communication skills with excellent professionalism and manner.
• Customer service orientated with proven experience dealing with multiple stakeholders.
• Good team skills to work effectively with staff in various divisions.
• Natural drive and eagerness to find answers to resolve problems or troubleshooting issues.
• Proficiency in MS Word, Excel Outlook. Excellent attention to detail with high level of accuracy under pressure
• A strong team player who contributes to an environment that embraces constant change and innovation.
• Excellent time management skills with the ability to juggle several business unit responsibilities.
• Continuously seeks ways to improve office processes.

Jobcode: Reference SBJ-gwx83p-3-15-190-144-42 in your application.