Administration Assistant – Receptionist

One of Australia’s largest employee-owned environmental consultancies

Additional Benefit of a #ME Day (Paid day off once a month)

Enjoy a friendly, supportive team environment in our Lake Macquarie office

About Umwelt

Umwelt is an Australian owned and run environmental consultancy that has been operating for over 35 years across Australia. We are a team of vibrant professionals with experience across a range of sectors including renewables, infrastructure, defence, regulation and policy, resources, and the urban development sector.

About The Role:

This position is an integral part of the Newcastle office and the broader national administration team, providing essential support with day to day reception and administrative tasks. The role is responsible for coordinating front of house duties, managing office operations, assisting with travel and accommodation bookings, and ensuring meeting rooms are prepared and welcoming. Working closely with staff at all levels, as well as external providers and visitors, this role requires a professional, organised, and approachable individual who can communicate effectively and maintain smooth office operations. From greeting clients to supporting colleagues across the business, this role helps ensure Umwelt presents a professional and efficient environment every day.

Key Responsibilities:

• Be the first point of contact, offering a friendly and professional welcome to clients, staff and customers
• Visitors sign in and sign out of the office
• Support the daily operations of the Newcastle office, ensuring it runs smoothly
• Organise travel arrangements
• Assist with making medical bookings and uploading documentation into various portals
• Organise meeting rooms, ensuring clients, visitors and staff are welcomed and comfortable
• Provide regional based administrative support for corporate services functions
• Submit timesheets and expenses for NSW based team members
• Maintain office supplies, equipment, IT, and vendor relationships
• Coordinate office and vehicle maintenance and repairs
• Assist in the onboarding of new employees, including workspace setup
• Answer and transferring incoming phone calls

About You:

• Tertiary qualifications Certificate III or IV in Business Support or Administration or a similar certificate
• Demonstrated experience in a reception role and/or role providing administrative support
• Prior experience in administration within consulting and or resources industries
• Ability to work with a range of stakeholders to achieve positive outcomes for all Umwelt staff and stakeholders
• Ability to undertake a variety of administrative functions
• Ability to work effectively under pressure without compromising on quality
• Highly motivated with a quality, customer service focus and attention to detail

What We Offer:

Our people are our number one asset, and we are committed to providing a workplace that supports our team to grow. As part of our team, you will be offered:

• A role collaborating with experienced professionals to support your growth and development
• Paid parental leave for both primary and secondary carers
• Flexible work arrangements to support a work/life balance
• Opportunities to work nationally across diverse and technically challenging projects
• #MeDays – an Umwelt wellbeing initiative offering staff one extra paid day off per month
• Generous additional hours policy and working away from home benefits
• Opportunities to join Umwelt’s Employee Share Plan (ESP)
• A workplace culture of learning and personal development, with a mix of in-house and externally hosted training opportunities offered as well as mentorship
• Established and well considered wellbeing tools and initiatives and hands-on training
• A competitive salary based on skills and experience

Diversity And Inclusion

At Umwelt, we are committed to fostering a workplace that embraces diversity and inclusion. We are all responsible in creating a diverse, inclusive, and accountable culture where employees of all backgrounds and lifestyles feel a sense of belonging, mutual respect, and kindness.

The Umwelt team are privileged to collaborate closely with Indigenous communities across the nation, and we actively pursue the goals outlined in our Reconciliation Action Plan. We believe that a diverse and inclusive environment not only enriches our workplace culture but also drives innovation and excellence in all that we do. Join us in our mission to create a supportive and equitable workplace where everyone's unique perspectives and contributions are valued.

Join the Umwelt Team

If you believe you meet the criteria for this opportunity, please apply via SEEK. Your application should include a cover letter addressing how you meet the above criteria and your resume outlining your previous experience.

If you would like additional assistance through the recruitment process, please reach out to our friendly HR team at HRManagement@umwelt.com.au

To be eligible for this position you must have legal work rights to work in Australia.