G & A SERVICES MANAGEMENT PTY LIMITED ATF

Positions Vacant

DIRECTORS
PAUL E. LATTA B.BUS
BLAKE JOHNSON

ABN 89 732 126 841

PO BOX 142
LISMORE NSW 2480
TELEPHONE (02) 6681 9800
E-MAIL manager@gaertner.com.au

Positions Vacant

RECEPTIONIST

The Receptionist is our key contact person for people attending and phoning Gaertner & Associates and is responsible for the provision of high quality service, administrative and secretarial support. They are required to display a high level of professionalism, while interacting with the internal and external community and when dealing with confidential and sensitive issues and documentation.

The Receptionist also assists with events, room management and fielding enquiries. The Receptionist is required to develop a high level of understanding of the operations of Gaertner & Associates and its key stakeholders.

JOB TYPE: Full-time

HOURS: 8.30am – 5.00pm Monday to Friday

APPRAISAL: Probationary period of 3 months

LOCATION: 27 Glasgow Lane, Lismore

SUPERVISOR/MANAGER: Amy McCulloch (Office Manager)

Summary of key responsibilities:

  1. Reception & welcome of visitors attending to phone calls and answering queries.
  2. Attending to basic catering (tea/coffee/food) as required.
  3. Attending to phone calls and forwarding as necessary.
  4. General office administration, including photocopying and administrative assistance to staff.
  5. Adherence to the standards of behaviour and practices of Gaertner & Associates as outlined in the Gaertner & Associates HR Manual.

Responsibilities: The Receptionist is responsible and accountable for but not limited to, the following tasks:

1.  Front Desk

  • Welcome clients and assist as needed.
  • Manage the scheduling of appointments for the accountants.
  • Assist in the planning and execution of work events e.g. Christmas party.

2. Communications

  • Maintain a pleasant and friendly manner while communicating with clients, staff and visitors.
  • Attend to phone calls.
  • Attend to queries from prospective clients via phone, mail and email.
  • Typing letters, emails and other communications as required.
  • Collect and take the incoming and outgoing “snail mail” to the Lismore Post Office when required.
  • Download client correspondence from ATO Portal and save in client file in Practice Manager.
  • Notify clients of ATO communication or outstanding payment information.

3. Administration

  • Open and close Office on time.
  • Preparing client files and paperwork.
  • Lodging Income Tax Returns for clients once approved by accountants.
  • Maintaining HandiSoft and ATO database.
  • Record incoming jobs, correspondence and other client events.
  • Processing payments from clients.
  • Maintain front desk petty cash.
  • Office purchases e.g. milk, coffee, cleaning supplies and other groceries etc.
  • General photocopying, scanning and filing.
  • Ordering of office stationery and supplies.
  • Process and send out the incoming mail report to all team members.
  • Assist the Office Manager with administrative duties.

4. Cleaning

  • Washing dishes and emptying bins daily.
  • Vacuuming, dusting and windows weekly.
  • Desks and office equipment including phones and multi-function printer as necessary.

5. Other duties

  • Other tasks as directed by the Office Manager/Partners.
  • Promoting a professionally supportive work environment

Essential Key Selection Criteria

  • Receptionist experience.
  • Excellent interpersonal and communication skills and the ability to maintain a pleasant and friendly working manner.
  • Excellent time management skills and a high degree of flexibility.
  • Ability to work efficiently and effectively with a high degree of attention to detail.
  • High degree of proficiency with Microsoft Office
  • A can do attitude.

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