Fashion Institute of Design & Merchandising - Receptionist / Administration Assistant

- Receptionist / Administration Assistant (182414)

About Us

At HDR, we specialise in engineering, architecture, environmental and construction services. While we are most well-known for adding beauty and structure to communities through high-performance buildings and smart infrastructure, we provide much more than that. We create an unshakable foundation for progress because our multidisciplinary teams also include scientists, economists, builders, analysts and artists. That's why we believe diversity is our greatest strength. HDR is proud to be an equal opportunity workplace and an affirmative action employer.

We believe that the way we work can add meaning and value to the world. That ideas inspire positive change. That colouring outside the lines can illuminate fresh perspectives. And that small details yield important realizations. Above all, we believe that collaboration is the best way forward.

The Role

To support our Sydney office, HDR is seeking a Receptionist / Administration Assistant to manage front-of-house operations and ensure a professional, clean, and welcoming atmosphere at all times. Reporting to the Office Manager, you will handle reception duties and provide administrative support across the office as needed. As the first point of contact for visitors, you will need to demonstrate exceptional customer service skills and the ability to manage tasks efficiently in a dynamic, fast-paced environment. The front-of-house area covers all shared spaces, from the lift doors to the meeting rooms.

Due to the nature of this role, you will be required to work full-time in our Sydney office, from 8:30am to 5pm.

Reception Tasks:

General

• Answer phone calls, transfer to other staff, and take messages as required.
• Manage multiple inboxes for internal and external correspondence.
• Monitor security of visitor entry and exit from the office, including clients, consultants, suppliers, and tradespeople.
• Monitor booking system calendars for meetings and events, ensuring the day runs smoothly.

Visitors

• Meet and greet clients, giving a positive and professional first impression.
• Greet and sign-in visitors using the Envoy system.
• Manage the security access system including programming staff and contractor access passes.

Deliveries

• Send and receive deliveries into the office and track receipts.
• Book the loading dock for suppliers as required.

New Employees

• Support local Safety Coordinators with WH&S office tours for new starters.
• Track office login and account credentials.
• Support the offboarding process for employees including desk clean, ensuring access pass/locker keys are returned.
• Add and manage new starter photos to the team boards.

Ordering

• Monitor kitchen supplies in conjunction with the Office Manager and place orders when required.
• Monitor office and stationery supplies in conjunction with the Office Manager and place orders when required.
• Monitor calendars for upcoming events/meetings that need catering and organise in advance.

Front of House Tasks:

Meeting rooms

• Ensure all meeting and quiet rooms are kept tidy before and after meetings and address any maintenance issues.
• Organise day-to-day meetings, room set up including moving tables and chairs, providing water as required.

Kitchen

• Daily set up and shutdown of coffee machines, weekly deep clean.
• Undertake cleaning of the kitchen area as required throughout the day.
• Manage kitchen consumables including bench canisters, paper towels, cleaning products, soft drinks/alcohol, food, and coffee supplies.

Functions

• Assist with coffee supply, employee communications, events, and functions - internal and external.
• Organise and set up Friday drinks and snacks in the kitchen area.

Building Management

• Assist Office Manager with monitoring and reporting issues to building management as required.

Support Tasks:

• Provide audio visual support using Microsoft Teams to assist clients and colleagues in internal meetings.
• Maintain receipts for office expenses and update expense spreadsheets to track expenditures.
• Assist with domestic travel and accommodation bookings.
• Support Office Manager with other administrative tasks as necessary.

About You

• 3+ years administration or concierge experience, preferably in a corporate environment.
• Confident and friendly personality as our first point of contact for visitors.
• Excellent verbal and written communication skills.
• Strong organisational skills and attention to detail.
• Experience or an interest in the architecture, engineering, or construction industry - desirable.
• Confidence using internal AV systems (e.g. Microsoft Teams).
• Intermediate proficiency in MS Outlook, Word, Excel, and PowerPoint.
• Ability to treat confidential information in a professional and discreet manner.
• Positive attitude to work with a great and dynamic team environment.

We're looking for someone who is flexible and agile in their approach, with a willingness to assist across a variety of tasks as needed. You should be able to adapt quickly to changing priorities and take on new challenges with a positive, proactive attitude.

Required Qualifications

• High School diploma or equivalent
• Self-motivated, detail-oriented professional, ability to multitask a must
• Proficiency with MS Office including Word and Outlook
• Ability to handle confidential information
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Excellent verbal and written communication skills including grammar, punctuation, proofreading, spelling and telephone skills
• An attitude and commitment to being an active participant of our employee-owned culture is a must

What We Believe

HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Australia-NSW-Sydney

Administrative

Full-time

Regular

Business Class: Marketing and Admin

At HDR, we are committed to the principles of employment equity.

We are an Affirmative Action and Equal Opportunity Employer.

Ready to learn more? Let's work together to make great things possible.