Careers

Receptionist/Venue Administrator
 

The Role

This is an exciting and diverse role with responsibility for reception and venue administration. The position is offered with work/life balance of 30-35hrs per week; however, there will be a requirement to scale up to a minimum of 40 hours/week during the period of 01 May to 30 June 2025 to support the Fieldays event. As the first point of contact for visitors and clients, the ideal candidate will have excellent communication skills and a professional manner.

The role is divided up into four different areas - customer service, administration, venue support and projects. You will be required to: 

Customer Service

• undertake reception duties and customer care on front desk
• liaise with clients, contractors, suppliers and other stakeholders
• create an active and welcoming reception area that reflects the organisation and its culture
• operate Microsoft Teams phone system for both incoming and outgoing calls 

Administration

• respond to email inquiries and assist with customer support
• assist with onboarding and offboarding of staff
• support the finance function with entering accounts into Xero
• order supplies within operating levels and budget, including stationery
• plan and coordinate the administrative function during events (e.g. Fieldays)
• coordinate the servicing and maintenance of office equipment
• support the maintenance of the customer database
• event focused administrative support, at times using online based programmes
• undertake ad hoc tasks associated with the Fieldays event and other events as and when required

Venue Support

• Assist with organising internal events such as team meetings and social gatherings
• Monitor meeting room usage, preparation of rooms and preparing refreshments
• Manage the relationship with contracted external and internal clients, including room set, oversight and catering requirements

Projects

• Lead the Rosterfy platform (staff and volunteer management system)
• Support the Annual Awards process
• Assist with the Fieldays ticketing requirements for all Society stakeholders
• Volunteer uniform management
• Fieldays volunteer host

The Candidate

You will be a great fit if you:

• Have a minimum of two years' experience in reception/administrative role
• Are lively, articulate, professional and have an engaging communication style and an excellent manner when dealing with the customers, public and internal stakeholders
• Experience with digital phone systems and a high level of computer competency using Microsoft Office 365 suite and other cloud-based systems
• Strong planning and organisational skills with capacity to effectively manage competing demands and scheduling of work to ensure the timely execution of tasks 
• Strong use of personal initiative, works successfully with limited supervision and is calm under pressure
• Willing to muck in and get things done 
• A team player 

Benefits

Why this is the best place to work and what’s in it for you?

• You will be joining a great team culture 
• Have opportunities for career progression
• Be in a workplace that offers professional development assistance
• Work on and be part of a variety of engaging events as well as NZ’s most iconic one, Fieldays
• Look out to amazing view of 114 hectares of countryside
• Be eligible for medical insurance offered through NIB and independent trauma insurance
• Ten sick days per year, available from your start date
• Bring your authentic self to work every day in an environment where it is encouraged and celebrated 
• Plenty of free off-street parking available  

If you are looking for a new challenge and feel that you meet the candidate requirements, above please apply now.