Our Melbourne Studio has an exciting opportunity for a Receptionist to join our team!

About You

As the successful candidate you are well presented, confident, approachable and have a very reliable work ethic. You will be a well-organised, friendly and professional individual with exceptional communication skills. You have excellent attention to detail and the ability to prioritise tasks and manage time effectively without direction. Your customer service skills are unfaultable, people are drawn to your infectious personality.

This is a fast paced role where your “can do” attitude will inspire those around you. Tight deadlines don’t faze you and neither do menial tasks required around the studio. You are calm and collected under pressure and you believe there are no road blocks, only solutions.

You are meticulous in keeping your studio well-presented and efficiently run for visitors and employees alike. You will have strong administration experience and understand the successful management of a busy organistation.

About the Role

The role of the studio receptionist / assistant is to manage the reception area including receiving visitors, telephone switchboard, ensuring studio presentation is up to standard at all times and performing general administrative duties. The position will involve supporting a broad cross-section of personnel including the administration, finance and project teams as directed by the Studio Operations Manager.

Key areas of Responsibility:

  • Welcoming of visitors and clients, handling their enquiry pleasantly and efficiently
  • Handling of incoming calls and enquiries by phone, internet, email and mail
  • Assist with Amex reconciliation, Expense Claims and timesheets for the management team
  • Tracking subconsultant invoices for projects and studio vendor invoices
  • Manage the allocation of cab charge vouchers, maintaining and recording all transactions, reconciling and entering into relevant account software (TMS & BST)
  • Obtain approvals based on the Delegation of Authority (DOA) for all the above and forward to Accounts Payable Administrator for final payment processing on a weekly basis
  • Handling petty cash float, managing requests, coding and reconciling receipts
  • Arranging and booking travel requirements for the studio
  • Assist with People & Culture tasks, including onboarding and offboarding
  • Assist with studio events including catering and gifts for staff and clients as directed by the Studio Operations Manager
  • Provide administrative assistance as required, including typing, formatting documents, staff training requests, and maintaining professional memberships
  • Coordinate and organise meeting room diaries
  • Record all sick leave, annual leave, time in lieu and other leave in the daybook (if required by local studio)
  • Ad hoc administrative assistance including copying, binding, collating and printing as requested (if required by local studio)
  • Represent Woods Bagot as a building fire warden
  • Liaise with Building Management and act as a main point of contact for the Melbourne Studio
  • Support the Studio Operations Manager

You will be able to demonstrate

  • Excellent organistaitonal skills
  • Excellent communication skills in both written and verbal form
  • Strong administration skills
  • Ability to prioritise tasks and manage time effectively
  • A positive, can-do attitude and pro-active willingness to learn
  • Strong computer skills – experience in Outlook, Word, Excel and PowerPoint are essential
  • InDesign experience highly regarded but not essential

Work experience / Technical Skills

  • 3-5 years’ experience working in Accounting or Administration
  • Certificate in Business Administration or basic accounting understanding desirable but not essential
  • Previous experience working in an Architectural/Design environment is an advantage

How to Apply

Please send your CV through our Receptionist LinkedIn Job Post. Applications will be treated in the strictest confidence. We do not accept unsolicited resumes or names from agencies.

Mandatory Requirement

It is an essential requirement that at the time of applying for this position applicants must have the legal right to work in Australia (an Australian Citizen, Permanent Resident or Current Working Holiday Visa).

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, colour, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where difference is celebrated, valued and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation to creativity and innovative design – it is only by working together that we can realise the potential of our people, clients and communities around us. Through our inclusive leadership and our truly global studio network of strategists, experience designers and scientists, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.