Nova Systems is a leading engineering services and technology solutions partner. Our vision is to solve the complex challenges that really matter to our clients. About the Role: As a Receptionist & Office Administrator you will be responsible for the overall administrative support of our Willamtown and Sydney offices. The environment we operate in is dynamic and you will need to be suitably experienced to deliver in a project-based engineering environment. Key Responsibilities: The following are the Key Responsibilities of the role: Welcome visitors to the organisation and directing them, as necessary. Manage incoming calls - both internal and external to the organisation Coordinate incoming and outgoing mail and courier deliveries. Maintain the general tidiness of the reception area, kitchen, and associated conference/meeting rooms. Order stationery and staff amenities Coordinate office maintenance when required. Coordinate meeting room bookings and organise catering as required. Assist with new starter induction and onboarding, as necessary. Assist with individual and group travel and accommodation bookings and claims. Credit Card and Expense reconciliation Support WHS Officer, ensuring local WHSE requirements are met and maintained. Support Group Security Officer, ensuring security requirements are satisfied, and risks reported promptly. Provide administrative support to SLT members and GMs as appropriate. Coordinate with the Social Committee morning teas, monthly lunches, mid-year dinners, regional events, roadshow, and other social events throughout the year. Coordinate and facilitate a monthly meeting with the senior leaders based in that office as a forum to ensure Nova remains a great place to work and to coordinate leadership representation and messaging at events such as lunch of the month and social events. Develop and maintain a business continuity plan for the office. Maintain standard operating procedures for Nova Systems ANZ offices. What we would expect from you: Essential requirements Previous experience in a similar, busy office role, providing administrative support. Strong people skills with a high level of customer service Good written and verbal communication skills Demonstrated prioritisation and time-management skills. Demonstrated flexibility and adaptability in the workplace with a proven ability to adjust your priorities to accommodate urgent requests. Ability to plan and perform tasks with minimal supervision. Excellent knowledge of the MS Office suite and PDF software Be enthusiastic about providing high-quality support, with a proven ability to provide a high level of customer service. Flexibility and responsiveness to meet the needs and challenges within the business environment. An adaptive person with a keen desire to learn and grow in your role, particularly in administration. A high level of personal accountability The ability to deliver, accept and encourage open and direct communication. Desirable requirements Hold an AGSVA Security Clearance or have the ability to obtain and maintain one. Experience in Defence Industry highly regarded. Life at Nova - it all adds up With people being our point of difference, we deliver on promises, reward good work, champion professional growth and support flexibility, all within a diverse and inclusive culture that recognises moments that matter. Life at Nova is our collection of employee benefits, designed to meet the many and varied needs of our people. Just a few of the great benefits you will have access to are: Generous Parental Leave : Primary Carers receive 20 weeks paid leave; Partner Carers receive 4 weeks. Full superannuation contributions for up to 52 weeks Professional and Personal Development : Up to $5,000 per year of allowance with PD leave included. Up to $750 per year can be used towards wellbeing such as a gym membership or assets related to wellbeing activities Additional Leave : Ranges from - Reserve, Loyalty, Emergency Services, Purchased (up to 2 weeks), and Community Service Flexibility : We promote a culture that encourages and enables flexible ways of working that support our people Dress For Your Day : We empower our people to determine their outfit for the activities of the day which allows for personal expression that builds trust Reward & Recognition Program : Offering exclusive discounts from hundreds of major retailers, helping you to save on groceries, petrol, holidays, and more Employee Assistance Program : for employees and family members Annual ANZ conference : Great way to connect more broadly and strengthen your internal networks and have some fun Wellbeing Hub with access to health and fitness content Access to Defence Health and Travel Insurance Free Flu Vaccination annually Novated Leasing and Salary Sacrifice Nova Employee Share Offer An inclusive, collaborative, and supportive culture Social activities throughout the year, we even dress up at times, think Safari - we don't like to take ourselves too seriously You can view the full range of benefits at novasystems.com.au/careers APPLY NOW Alternatively for a confidential discussion, please contact the Nova Talent Acquisition Team on (08) 8252 7100. Nova Systems does not accept any recruitment agency solicitation. Nova Systems is committed to building a diverse and inclusive workplace, where everyone feels safe, valued, and included, where our people are our point of difference. Nova Systems respectfully acknowledges the Traditional Custodians of the land and waters in which we live and work, and we pay our respects to Elders past, present and emerging. Nova Systems also acknowledges the services of the Aboriginal and Torres Strait Islander people who have contributed to defending Australia and its national interests. To find out more about our commitment to Reconciliation, please visit our website. As a Defence security clearance is required for this role, applicants must be Australian Citizens and eligible to obtain and maintain an appropriate clearance. International Traffic in Arms Regulations (ITAR) are applicable and as such, your nationality may be a factor in determining your suitability for this role. To learn more, please visit: www.defence.gov.au/security/clearances Nova Systems offers a unique work environment that supports professional and personal growth. With a focus on rewarding hard work and dedication, Nova Systems provides a range of benefits such as loyalty leave, parental leave, and personal wellbeing allowances. They champion a balanced life with flexible core hours and opportunities for remote work. Their commitment to employee development is evident in their engagement with leading universities and support for continuous learning. Joining the Nova community means becoming part of a diverse and inclusive culture that values each individual and their contributions to the company's success.