Receptionist/Administration Support

Job Description:

Reports to: Finance Administration Manager

Communications to: SoPYC Members SoPYC Staff members External Communications to: Prospective Members

Job Specification: Responsible for delivering friendly, efficient customer service and creating a warm and welcoming atmosphere for members and guests. First point of contact for ‘phone enquires and initial enquiries about membership and pens and moorings. Providing efficient and effective support for the administration office; controlling and directing internal communications.

Experience: 5 years’ experience in a similar role Proficient with MS Word, Outlook Excel, Internet, Social Media.

Personal Attributes:
Exceptional customer service skills with the ability to deal with a wide variety of people professional and welcoming telephone manner. Approachable, helpful and friendly, self-motivated, conscientious and highly organised. Strong attention to detail with accuracy. Willingness to broaden knowledge.

Qualifications: Minimum 5 years reception experience.

Hours of Duty: Shared Role 22.5 Hours and 15.5 Hours Monday to Friday 8.30am to 4.30pm

Salary: Salary as per signed Letter of Appointment

Superannuation: 9.5% of Weekly Gross Wage as per Legislation

Work Place Health & Safety: Attend to any report of damage or accident and complete a full investigation and incident report. Be familiar with security and emergency procedures and direct line staff in times of need.

Terms & Conditions: As per signed, Letter of Appointment Job Specification and Description and Club Rules, Regulations & Policies.

Key Responsibilities

Answering and transferring calls

  • answer and address incoming phone calls in a timely and polite manner
  • clearly determine the purpose of the call
  • deal with queries and provide correct information
  • forward calls to appropriate person
  • take and deliver messages accurately and completely

Dealing with member and prospective member inquiries both over the phone and in person

  • monitor people coming and going through the reception
  • clarify customer needs and direct to appropriate staff member
  • provide solutions and support to the customer using in-depth knowledge of SoPYC services and amenities
  • deal effectively with demanding customers

Administration support for Pens & Moorings Secretary as required

  • Pens and Moorings enquiries
  • Maintaining registers

Administration support for Membership Services Secretary as required

  • Membership enquiries
  • Promotional activities e.g. Boat Show, Club Open Day
  • Maintaining registers
  • Communication and follow-up on member inductions

Creative and administrative support for Marketing and Sponsorship

  • Member bulletins
  • Social Media posts as directed

Incoming mail distribution and arranging couriers

  • sort and distribute incoming mail
  • file mail as required
  • prepare outgoing mail
  • arranging couriers for pick-up or delivery

Receiving and receipting member payments – over the phone, over the counter, email

  • process in accounting software and issue receipts
  • ensure accurate and secure management of cash receipted at front counter
  • process EFTPOS transactions daily

Ordering of stationery and club merchandise

  • monitor, control and order office supplies for all departments
  • coordinate purchase/sale of club merchandise to members
  • stocktake merchandise quarterly

Petty cash

  • monitor and record petty cash payments
  • balance and arrange reimbursement of petty cash float

In-house function reservations

  • prepare and maintain electronic bookings spreadsheets for all in-house functions – liaising with food and beverage staff as required
  • accurately enter full booking details as and when they are received
  • distribute booking sheets to function / accounts staff

Slips bookings

  • assist boat owners with boat lifting booking enquiries in accordance with slip capacities and club guidelines and procedures
  • coordinate with Bosuns’ as necessary

Employee Documentation

  • Issue and record new staff payroll and statutory documentation
  • Ad-hoc office duties that arise from time to time
  • placement of fuel orders as directed by Bosuns’
  • member access key programming
  • Junior Galley orders as directed by volunteer supervisor and/or Food & Beverage Manager
  • assist with marketing and membership mail outs
  • restock first aid boxes
  • arrange laundering of staff uniforms
  • organise sweep stake tickets for Melbourne Cup event
  • coordinate bi-monthly clean of office computers
  • coordinate monthly replacement of office flowers
  • Other duties as directed by the General Manager or Finance Administration Manager.

Club Representation

  • maintain confidentiality and show discretion
  • adhere to club policies and procedures
  • represent club in an ethical and professional manner
  • maintain a complete knowledge of club structure, personnel names and titles
  • remain calm under pressure

Personal Presentation

  • maintain a neat and well-groomed appearance
  • maintain an attentive posture
  • respond professionally to visitors and callers

Reception Area Maintenance

  • keep reception area clean and neat
  • maintain and organise reading material / brochures
  • maintain equipment and report any malfunctions

Information Management

  • organise and file all documentation accurately
  • distribute information efficiently

Work Management

  • set priorities, plan and organise tasks
  • schedule activities accurately
  • find and use resources effectively
  • pay attention to detail
  • complete tasks on time

Please apply by emailing your current resume and covering letter demonstrating your experience to

Applications close Friday 29th November. Only shortlisted candidates will be notified.