Receptionist / Office Support Agent

About the role

We are seeking a Receptionist / Office Support Agent to join the Administration section of the European Union Delegation in Canberra. Working in a multicultural diplomatic environment, you will provide front‑desk and administrative assistance to ensure smooth daily operations.

Key responsibilities

• Operate the reception desk: answer calls, provide general information and welcome visitors.
• Receive, sort and distribute incoming mail; organise couriers and handle outgoing mail franking.
• Support the planning and execution of meetings and events, including room preparation, clean‑up and visitor reception.
• Monitor office supplies, cleaning materials and printer consumables; prepare purchase orders when needed.
• Enter incoming invoices into the designated software and keep the asset inventory up to date.
• Provide occasional driver backup, including evening or weekend trips when required.
• Maintain the supplier and contractor list and schedule maintenance visits.
• Encode incoming and outgoing mail, file and archive documents, and assist with mailing lists.
• Act as liaison with suppliers for maintenance of equipment such as copiers, printers, plumbing and electrical services.
• Offer secretarial and administrative support to the Administration section and other Delegation units as needed.

Required profile

• Ability to communicate effectively with the general public.
• Strong organisational skills and the capacity to handle multiple tasks.
• Flexibility to adapt to changing needs of the Delegation.
• Valid driver’s licence for occasional driving duties.

Required skills

• Data‑entry proficiency for invoice processing.
• Familiarity with standard office software (word processing, spreadsheets).
• Basic driving skills for occasional vehicle use.

What we offer

• Fixed working hours: 08:30‑12:30 / 13:15‑17:00 (16:00 on Fridays).
• A multicultural diplomatic workplace within the EU Delegation.
• Opportunities to develop administrative and customer‑service expertise.