Positions

We are looking for a receptionist for our busy Lismore office. Noting the first 4 weeks in the role will be in our Ballina office doing training

The role is front office which includes:

  • Greeting clients
  • Managing client enquiries
  • Booking and managing appointments
  • Producing documents
  • Taking payments
  • Maintaining records
  • Cleaning of office
  • Running errands

You will need the following qualities:

  • Knowledge of Microsoft Office programs
  • Good customer service skills
  • Good time management and organisational skills
  • Attention to detail
  • Well presented

We offer a rewarding role dedicated to high quality client satisfaction in a friendly and supportive work
environment. We are looking for someone who will fit in with an established team in our professional yet laid
back office.

Applications to be emailed to manager@gaertner.com.au by 5 pm Monday 6 June 2022.

RECEPTIONIST JOB DESCRIPTION

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: 8.30 am – 5.00 pm Monday to Friday
APPRAISAL: Probationary period of 3 months
LOCATION: 55 Molesworth Street, Lismore
SUPERVISOR/MANAGER: Amy McCulloch (Office Manager)

Summary of key responsibilities:

  1. Reception & welcome of visitors attending to phone calls and answering queries.
  2. Updating the event, room, and Visitors accommodation calendar systems.
  3. Attending basic catering (tea/coffee/food) for meetings as required.
  4. Attending to phone calls and forwarding as necessary.
  5. General office administration, including photocopying and administrative assistance to staff.

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

  1. Hosting and Hospitality
    • Welcome clients to Gaertner & Associates and assist as needed.
    • Monitor the events calendar and room bookings and organise as needed in conjunction with the Office
      Manager.
    • Manage the scheduling of appointments for the accountants.
    • Manage the scheduling of appointments for the accountants.
  2. Communications
    • Maintain a pleasant and friendly manner while communicating with Gaertner & Associates clients, staff
      and visitors.
    • Attend to phone calls & forward as necessary. Screen calls as much as possible and try and avoid taking
      messages or transferring to accountants unless they want the call.
    • Attend to queries from prospective clients via phone, mail, and email using the information provided by the
      accountants and Office Managers.
    • Forward queries from prospective clients via phone and email to the accountant.
    • Forward general email enquiries and pass them to the relevant person.
    • Collect and take the Gaertner & Associates incoming and outgoing “snail mail” to the Lismore Post Office
      when required.
    • Download client information from ATO Portal and save it in the client file in Practice Manager.
    • Upload client documents, Tax Returns, and correspondence to the client’s Document Hub.
  3. Administration
    • Open and close reception on time.
    • Preparing client files and paperwork ready for next day’s appointments.
    • Lodging Income Tax Returns for clients once approved by accountants.
    • Maintaining Gaertner & Associates HandiSoft and ATO database.
    • Record incoming jobs, correspondence and other client events against each client in Practice Manager.
    • Processing EFTPOS and cash payments from clients and receipting these in Time & Billing.
    • Maintain front desk petty cash.
    • Office purchases e.g. milk, coffee, cleaning supplies and other groceries etc. and retain receipts for
      reconciliation purposes.
    • 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, shredding and windows weekly.
    • Bathrooms and kitchen area weekly.
    • Desks and office equipment including phones and multi-function printer as necessary.
    • Sweeping outdoor area as necessary
    • Fridge and microwave as necessary.
  5. Other duties
    • Other tasks as directed by the Office Manager or Partner.

Essential Key Selection Criteria

  • Receptionist/office 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 2010.
  • A can do attitude.