Introduction The Firm HFW is a sector focused global law firm with a focus on construction, shipping, aerospace, commodities, corporate & commercial and insurance. We have over 600 lawyers working across Australia, Asia, Europe, Middle East and the Americas. With a progressive approach to our roles in commercial business, thinking creatively and pragmatically to support our clients, we are dynamic, entrepreneurial and leaders in our specialist areas. In Australia, we have 4 offices in Melbourne, Sydney, Brisbane and Perth and around 210 team members. Description The role As Office Administrator & Receptionist, you will play a pivotal role in creating a welcoming and professional environment for clients and colleagues in the Melbourne office (approx 90 staff). This varied role offers a 50/50 split between front-of-house and office administration responsibilities. A key part of this role also includes event support for our teams. This is a casual or fixed term role expected to commence around 17 December 2025 (an early January start can be accommodated) and continue into early 2026, with the potential to transition into a long-term opportunity. The ideal candidate will be available 4-5 days per week. Our standard office hours are Monday to Friday, 8:30am to 5:30pm. Please also note that our office will be closed for the Christmas break from 25 December 2025 to 6 January 2026. Key Responsibilities Front of House Greet clients and visitors, ensuring a positive and professional first impression Provide hospitality and order catering as required Manage incoming phone calls and messages efficiently Maintain the reception area and meeting rooms to the highest standard Meeting Room & Event Support Manage meeting room bookings Set up and pack down meeting rooms Assist with functions and events, including attendee lists and name tags Manage catering and logistics associated with in-house events Set up video conferencing as required General Office Support Liaise with suppliers and building management for office maintenance issues Manage external correspondence including arranging couriers, sorting and distributing mail and incoming deliveries Ensure all office kitchens are thoroughly cleaned daily, including service/maintenance of coffee machines, and supplies replenished as needed Support the Social Committee with office events Administration of visitor security cards and staff car bay usage Order kitchen supplies, stationery, office supplies, and branded merchandise Update office floor plans and manage staff and visitor seating allocations etc with Head Partner/HR Workplace Health & Safety and Emergency Response Actively participate as a member of the Workplace Health & Safety (WHS) Committee If the role is extended, serve as the designated office First Aider and Fire Warden, ensuring compliance with safety protocols and supporting a safe work environment Skills And Experiences About You You will thrive in this role if you have: Strong customer service focus and professional approach Previous experience in a client-facing role (reception or hospitality preferred) Ability to maintain and build professional relationships and to liaise with people at any level Strong communication skills (written and verbal) Exceptional attention to detail and organisational skills Pro-active, can-do attitude Proven ability and willingness to learn and take on new administrative tasks Proficiency with MS Office and general IT systems What's in it for you? If you're eager to join a friendly team in a positive environment, this opportunity could be ideal for you. As well as a friendly, down-to-earth group of colleagues, we offer the following benefits: Market-competitive remuneration package Health & Wellbeing initiatives, such as annual flu vaccinations, access to the Employee Assistance Program, free subscriptions to wellbeing apps, and subsidised sporting activities An active employee-led Social Committee, organising regular events in all our offices Beautiful office in the CBD with excellent end-of-trip facilities A welcoming, supportive, and collaborative work environment What's next? If this sounds like an opportunity for you, apply online with your CV and a brief cover letter outlining why you are interested in this role. We would love to hear from you! For any questions, please contact: Maarja Kamar, HR Consultant - [email protected].