Administration Assistant Macquarie Park

Position Objective:

The Administrative Assistant is responsible for front line MultiLit customer interaction and will undertake all receptionist and clerical duties at the desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make.

The ideal candidate will have a friendly and easy-going personality while also being very perceptive, professional and disciplined. You should have an attention to detail and be able to deal with complaints while managing and providing accurate and appropriate information.   A customer-oriented approach is essential.

The goal is to make MultiLit customers and visitors feel comfortable and valued while on our premises or while enquiring into our services and products.

Primary Responsibilities:

• Responsible for ensuring quality administrative, reception function and support services for MultiLit business units, staff and customers
• Serve as first point of contact for prospective and current MultiLit Literacy Centre clients, ensuring timely responses to client and prospective phone calls, email, website and in-person requests and questions.
• Answer and redirect general MultiLit business enquiry phone calls and distribution of phone messages to staff.
• Receive, send and track post for the Literacy Centre and assisting in management of general post.
• Process Literacy Centre client payments and allocate program payments by customers into the Literacy Centre accounting system
• Maintain general office supplies and stationery ensuring appropriate organisational approval and purchasing process is followed.
• General office housekeeping duties, maintain cleanliness and keep tidy reception area and front meeting offices 
• Populate and help manage Weekly Timetables (tutor + student schedules) in consultation and approval of Literacy Centre Managers
• Manage the upkeep of Literacy Centre databases ensuring that parent/student data and records are accurate. Ensuring CRM Database parent and student records and data fields are populated and tagged accordingly.
• Contact parents & tutors in a timely manner to advise of any changes to timetable (including tutor changes, tutor absences, student absences, additional students)
• Order educational materials required by the Literacy Centre as directed by the Literacy Centre Managers.
• Coordinate and supervise building and office equipment (photocopiers, printers, etc.)
• Update and distribute weekly Literacy Centre staff Meeting agenda and record action items and type/distribute minutes.
• Maintain database of tutor contacts.
• Set up rooms for interviews and meetings (i.e., supply water and beverages where requested). Assist PD department with set up of catering, clean up etc.
• Scan and archive student files as required.
• Book Assessments and Feedback Sessions in line with agreed timetable schedule and booking protocols. Consulting with Literacy Centre Manager for requests outside of any agreed schedules.
• Ensure patron details are included in the library system upon enrolment and contact details made available for tutors.
• Invoice customers and account payment follow up for Literacy Centre clients
• Other office administrative duties as requested.

Skills Required

• Proven administrative, organisational and time management skills
• Highly proficient in using MS Applications and CRM software (Hubspot)
• Highly proficient in timetabling and scheduling using online software
• Ability to prioritise tasks and work to deadlines
• A high level of attention to detail
• Excellent interpersonal, written and verbal communication skills
• Ability to work independently and collaboratively as part of a team
• Ability to work discreetly in a confidential environment
• Current working with children check