Part-Time Administrator & Receptionist

Innovative Filtration Solutions is seeking a professional, organised and proactive Part-Time Administrator & Receptionist to join our team.

Purpose of the Role

The Administrator & Receptionist will be the first point of contact for the organisation and will provide professional front-of-house support together with proactive administrative assistance across the business.

This is a varied, hands-on role that encompasses reception, office administration, sales and purchasing support, logistics, stock control, and marketing and communications activities. The successful candidate will be highly organised, detail-oriented and confident communicating with customers, suppliers, visitors and internal stakeholders.

The role requires someone who can work independently, manage competing priorities and take a flexible, team-oriented approach to supporting the broader business.

Key Duties & Responsibilities

Reception & Office Administration:

Greet visitors, clients and staff in a professional and welcoming manner, managing sign-in procedures and directing enquiries to the appropriate person or department.

Answer, screen and direct incoming telephone calls and emails, taking accurate messages where required.

Manage the reception area, meeting room bookings and the general presentation of front-of-house areas.

Process incoming and outgoing mail, deliveries and courier items.

Maintain office administration systems, including filing, correspondence and records management.

Monitor and order stationery, office supplies and general workplace requirements.

Prepare, format and proofread documents, reports and correspondence for staff and management.

Assist with data entry, database maintenance and updating company records and contact lists.

Maintain confidentiality and exercise discretion when handling sensitive information.

Sales, Purchasing & Logistics Support

Prepare sales quotes, sales confirmations, invoices and purchase orders, including tracking and following up outstanding items.

Check outgoing orders against packing requirements prior to dispatch.

Prepare shipments and arrange transport and freight for incoming and outgoing goods.

Monitor warehouse stock levels and maintain accurate stock control records, identifying and flagging replenishment requirements.

Assist with purchasing staff amenities, kitchen/pantry supplies and general workplace requirements.

Arrange staff travel and accommodation, including flights, transfers and other bookings.

Marketing & Communications

Support company marketing and communications activities, including LinkedIn and other social media channels.

Assist with scheduling and publishing social media content and monitoring engagement.

Assist with preparing content for newsletters, company updates and other communications.

Prepare conference materials, promotional items and marketing supplies for events, trade shows and client meetings.

Assist with the coordination of company events, meetings and functions, including catering and logistics.

Staff & Workplace Support

Support the onboarding process for new employees and visitors, including preparation of induction materials.

Assist with basic bookkeeping and administrative finance tasks, such as processing expenses and petty cash, as required.

Maintain the kitchenette and common areas to a clean and presentable standard, including coffee machine upkeep.

Provide general administrative and operational support to staff and management as required.

Other Duties

Perform other duties as reasonably required by management and other departments.

Contribute positively to a collaborative, professional and supportive workplace environment.

Person Specification

Qualifications

Certificate III or IV in Business Administration, Office Administration or a related field (desirable but not essential).

Secondary school certificate or equivalent.

Experience

Previous experience in a reception, administration, customer service or office support role.

Experience in sales administration, purchasing or logistics coordination — including quotes, invoicing, purchase orders and freight/transport bookings — is highly regarded.

Experience managing company social media, LinkedIn pages or marketing and communications activities is advantageous.

Experience in the water, industrial and/or mining sectors is advantageous but not essential.

Knowledge

Good understanding of general office administration and record-keeping practices.

Basic understanding of sales and purchasing documentation, including quotes, sales confirmations, invoices and purchase orders.

Familiarity with LinkedIn and other social media platforms for business use.

Understanding of stock control, warehouse and dispatch processes is desirable.

Familiarity with accounting, inventory or CRM systems is advantageous.

Skills & Competencies

Communication

Excellent written and verbal communication skills.

Ability to communicate clearly and professionally with a range of internal and external stakeholders.

Confident and professional telephone manner.

Customer Service

Strong customer service skills and a commitment to providing a positive experience across face-to-face, telephone and written interactions.

Attention to Detail

High level of accuracy and attention to detail, particularly when preparing documentation, processing orders and maintaining records.

Organisation & Time Management

Strong organisational and time-management skills.

Ability to prioritise tasks, meet deadlines and manage competing demands effectively.

Teamwork

Ability to work independently while contributing positively to a team environment.

Willingness to assist colleagues and take on varied tasks as business needs require.

Technology

Proficient in Microsoft Office, particularly Word, Excel and Outlook.

Comfortable learning and working with business systems such as Xero, Unleashed, CRM and inventory management software.

Personal Attributes

The successful candidate will demonstrate:

A professional, friendly and welcoming manner.

A proactive, reliable and hands-on approach.

Excellent organisational skills and attention to detail.

The ability to remain calm and effective under pressure.

The ability to manage competing priorities and work to deadlines.

Flexibility and a positive attitude towards change and varied responsibilities.

Initiative and the ability to work independently.

A willingness to assist with practical tasks, including stock, deliveries and general workplace upkeep when required.

A strong commitment to confidentiality, professionalism and discretion.

Other Requirements

Current clean driver's licence, as occasional local deliveries, purchasing runs or transport-related activities may be required.

Ability to undertake light lifting and handling associated with stock, deliveries and dispatch activities where required.