As a Receptionist for Virtual Office Solutions (VOS), there is a responsibility to be the first point of contact, not only for us but for the many clients we take calls for and support. This is a pivotal role for our company and our clients. It is a high pressure role given there are in excess of 50 + Client lines to be answered, bookings made and rescheduled plus any administration they or we require to keep our business running smoothly.
JOB TITLE: Receptionist
JOB TYPE: Contract must have own ABN and at home office set up
Job Hours: Monday to Friday 8am – 5pm availability (rosters completed 2 weeks in advance)
LOCATION: A mix of working from home and in our Sunshine Coast Office at times.
REPORTS TO: Reception Manager and Director of VOS.
MAIN DUTIES/RESPONSIBILITIES:
- Taking inbound and outbound calls and call transfers for 50+ clients
- Handling queries and complaints via phone, email and general correspondence
- Handling bookings and reschedules via phone, email and general correspondence
- Performing ad-hoc administration duties
- Taking and ensuring messages are passed to the appropriate staff member on a timely basis
- Ensuring inbox for VOS and our clients are managed daily with timely responses
- Using 10+ different online booking systems
- Being first point of contact for our clients and their own clients
- Liaising directly with our clients to assist in any administration + reception support that may require
- Completing daily handovers
- Assisting Reception Manager and Director with client set up and administration
SKILLS & EXPERIENCE
Qualifications: Certificate III in administration is an advantage but not necessary
Experience:
- Experience in a reception / customer service role is a must
- Allied Health Background is an advantage
Personal Skills:
- Organisational Skills
- Attention to detail
- Exceptional multitasker
- Excellent verbal and written communication skills
- Courteous
- Strong customer service skills
- Able to meet deadlines
- Able to follow procedures and direction
- Able to take on constructive criticism and learn from mistakes
- Inviting and pleasant phone voice
Technical Skills:
- Intermediate to advance Microsoft Office Skills (Word, Excel, Powerpoint and outlook)
- Knowledge and understanding of Google Suite and all associated products
- Intermediate IT skills, able to troubleshoot basic technical issues that may arise
- Ability to use many software products at the one time
- Experience in using online booking systems
Job Requirements:
- Own Laptop (must be portable for trainings) or portable PC with the ability to replace and upgrade as needed
- Fast speed Internet – (we will require you to do an internet speed test)
- Backup / portable internet – for when home internet is down OR the ability to relocate to ensure shift is completed
- Headset
- Quiet home office with no background noise
- Ability to travel and work from our Sunshine Coast office as required
PERFORMANCE GOALS:
- Complete administration tasks on time
- Deal with clients, suppliers and other team members professionally at all times
- All calls are answered within set KPI times
- All time is logged in time tracking software and 90% of rostered time is tracked
- A real team player
- Able to complete a thorough handover to the next shift team
- Ability to work across many online booking systems
- Able to follow direction from Reception Manager and VOS Director
- Keeping a calm and harmonious team environment
To Apply for this role please email us your resume with a cover letter outlining the below. Only applications responding to the below questions will be considered. Emails sent to receptionmanager@vos.net.au
- That you have availability to work and be rostered at various times between Monday to Friday 8am – 5pm each week
- You have an ABN or able to acquire one
- You have excellent internet connection and have a backup dongle or able to work from a new location if your home internet connection goes down
- You have a quiet workspace free from distractions and background noise
- You are proficient in Microsoft office products and Google workspace
- You are tech savvy and able to troubleshoot intermediate IT issues when they occur on your end.
- Please also tell us why you want to work from home? Why would this type of work suit your needs?
- Please tell us a bit about yourself professionally.