Job Title

Freedom Finance Australia Ballarat East VIC Freedom Finance Australia is an established and well-regarded financial services firm headquartered in Victoria, with offices across Melbourne, Brisbane, Sydney, and regional areas of Victoria and New South Wales. We offer a comprehensive suite of services including investment, superannuation, insurance, taxation, lending, and accounting. Our team is committed to delivering outstanding client experiences and empowering individuals and businesses to achieve lasting financial freedom. Position Overview As the first point of contact for our clients and visitors, this role combines warm, professional customer service with essential administrative and operational support. The Receptionist will manage frontdesk responsibilities, coordinate appointments, and ensure the smooth daytoday functioning of the office. The Receptionist role is shared between two parttime employees who will work some shifts independently and others cooperatively. The Receptionist is employed within the Accounting Department and primarily supports Accounting administration duties. In addition, the Receptionist provides a professional first point of contact for clients across all three service areas: Accounting, Financial Planning, and Mortgage Broking. This engagement is limited to welcoming clients, answering and directing incoming calls, and ensuring they are connected with the appropriate team member. The Receptionist is supported by a network of experienced administrators within the Freedom Finance group and benefits from ongoing training and development. Hours of Employment This is a permanent parttime position, offering between 16 and 25 hours per week. The role requires one full day of work from 9:00am to 5:00pm each week. Additional hours are flexible and can be scheduled at mutually agreed times between the employee and the workplace. Key Responsibilities Customer Service Meet and greet visiting clients Make tea and coffee for visiting clients Answer telephone and manage voicemail Book client appointments Call and email clients with reminders, updates and other notifications Assist clients with paperwork and basic administrative tasks to ensure a smooth customer experience Administration Effective general use of both accounting and financial planning software and systems, including Zoom, Microsoft Office, Microsoft Teams, Xero, Suite Files, Adobe, etc. Adhere to the procedures, protocols, and service standards of separate internal departments (Accounting, Financial Planning, Mortgage Broking). Print and collate completed Income Tax Returns for client review Basic invoicing Facilitate client payments (EFT, Cash or Cheque) Allocate client payments to invoice Directing phone calls and voicemail Utilising email including managing individual email inbox and shared inboxes Updating staff calendars Manage client appointments, including reschedules and cancellations Mail In and Out procedures Bulk scanning and saving files Record detailed notes Processing Receipts via Hubdoc Reconciling daily EFTPOS receipts Participate in training and skills development activities Operations Duties Opening and Closing Business Manage use of private consultation rooms and shared office spaces Maintain coffee machine Organising office meetings and celebrations Conducting office errands including visiting post office and bank, collecting morning tea or cake for birthdays and celebrations etc. (Note: this task requires use of personal car.) Coordinate with office suppliers to ensure timely delivery and replenishment of essential supplies, including recurring deliveries (milk, water, hygiene products, secure document disposal) and ad hoc online orders (groceries, stationery). Qualifications & Experience High school diploma or equivalent. Proven work experience as a Receptionist, Front Office Representative, or similar role. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Strong verbal and written communication skills. Excellent organizational and multitasking abilities. Preferred Skills Communication and interpersonal skills. Time management and the ability to prioritize tasks. Attention to detail and problemsolving skills. Patience and stress tolerance in a fastpaced environment. Benefits Competitive salary and benefits package. Opportunities for professional development and exposure. Supportive and collaborative work environment. Flexible working arrangements available. #J-18808-Ljbffr