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Administration & Reception Trainee

  • MaxBright
  • Administration Officer
  • Chirnside Park, Victoria 3116
  • Closes 20 Jun 2026
  • Positions: 1
  • Job ID: 41643

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KEY RESPONSIBILITIES

RECEPTION

  • Answer incoming phone calls in a professional and friendly manner, directing enquiries to the appropriate team members.
  • Welcome and assist visitors, clients, and delivery personnel.
  • Prepare meeting rooms ahead of scheduled meetings, ensuring they are tidy and well-stocked.

  • Maintain general office tidiness, including managing bins, dumpsters, recycling, and kitchen duties (dishes, restocking).

PERSONAL ASSISTANT SUPPORT

  • Provide PA support to the Company Secretary and Administration Manager, assisting with correspondence, scheduling, and ad-hoc tasks as required.

AI OPTIMISATION & IMPLEMENTATION

  • Support the identification and implementation of AI tools and automation to improve day-to-day administrative processes and overall office efficiency.
  • Assist in researching, testing, and rolling out new technology solutions across the business.

DOCUMENT MANAGEMENT & FILING

  • Sort, scan, file, and archive returned site documentation, ensuring records are accurate and up to date.
  • Manage end-of-contract document processes, including archiving, scanning, and shredding.
  • Support EOFY (End of Financial Year) document management — scanning, filing, and shredding as required.
  • Digitise historical PHR docket books by entering data into Go Canvas.

STOCK CONTROL & PROCUREMENT

  • Conduct weekly grocery stocktake (Fridays) and complete the Monday morning shop.
  • Manage monthly office supplies stock-up (Officeworks), including paper, printer toner, and general stationery.
  • Refill printer paper trays weekly and check with site teams for any supply needs.
  • Monitor and reorder essentials such as toilet paper, coffee, and printer toner.
  • Coordinate locksmith services — arrange new keys and padlock repairs on a monthly check cycle.
  • Conduct monthly PPE stocktake and place orders with Lilydale Safety as required.

KEY ATTRIBUTES & QUALITIES

  • Proactive mindset with a genuine interest in process improvement and innovation.
  • Keen, motivated, and eager to learn new skills and take on new challenges.
  • Positive, can-do attitude — happy to assist with any task, big or small.
  • Strong organisational skills with good attention to detail.
  • Excellent communication and interpersonal skills.
  • Comfortable working independently and as part of a team.
  • Reliable, punctual, and professional in presentation and manner.
  • Interest in or aptitude for technology, AI tools, and digital systems.

REQUIREMENTS

  • No prior experience required — we’ll provide full training. A willingness to learn and a positive attitude are what matter most.
  • Competent with Microsoft 365 (Outlook, Word, Excel, Teams).
  • Willingness to learn and use business systems such as Go Canvas.
  • Current driver’s licence (for occasional supply runs).

To be eligible for an apprenticeship or traineeship you must be an Australian Citizen, Permanent Resident or have full working rights.