Guest Administrative Assistant

Role Purpose (Job Profile):

The Guest Administrative Assistant plays a key role in ensuring the smooth and professional operation of Williams Racing Headquarters. As the first point of contact for visitors and guests this role provides a consistently high standard of welcome and administrative support across the business ensuring our reception and guest management processes reflect the professionalism and excellence of the Williams brand.

Main Duties:

• Deliver a warm professional welcome to all visitors guests and staff at Williams Racing HQ.
• Manage all incoming calls directing them appropriately and oversee the personnel and charity inboxes.
• Perform administrative tasks such as filing mail sorting and processing outgoing business mail via the franking machine.
• Maintain cleanliness and organisation of all reception areas ensuring literature and displays are up to date.
• Monitor and replenish basic office supplies.
• Collaborate with Facilities to manage visitor check-ins through the Envoy Guest Management System liaising closely with Security.
• Prepare and set up meeting rooms coordinating with on-site catering for hospitality and refreshments.
• Represent the business with a positive professional attitude and appearance at all times.
• Handle confidential and sensitive information with discretion.
• Provide occasional support for internal staff engagement activities.
• Manage correspondence relating to charity and fan requests including administering fan competitions.
• Undertake regular and ad hoc administrative support for other departments such as assisting HR with new starter boxes coordinating safety equipment for OH&S and issuing supplier invites.

Key Accountabilities (Individual Contributor level):

• Understand and demonstrate Williams Values & Behaviours acting as a positive ambassador for the brand.
• Comply with all health and safety obligations and promote a safe working environment.
• Maintain high personal standards of professionalism conduct and presentation.
• Contribute to quality standards and continuous improvement within the Facilities and Office Services team.
• Understand cost cap requirements and identify opportunities for operational efficiency.

Core Competencies:

• Customer Service Excellence Delivers a welcoming and professional experience for all visitors representing the Williams brand with pride.
• Communication Demonstrates strong written and verbal communication skills; able to interact effectively across all levels of the business.
• Organisation & Attention to Detail Maintains a structured and efficient approach to managing multiple tasks and priorities.
• Teamwork & Collaboration Works cooperatively with colleagues across departments to support business operations.
• Adaptability & Initiative Responds effectively to changing priorities and supports ad hoc departmental needs.
• Professionalism & Discretion Handles sensitive information responsibly and maintains confidentiality at all times.

Qualifications :

Qualifications and Experience Level:

• Previous experience in a Reception Customer Service or Administrative role is essential.
• Excellent interpersonal and communication skills.
• Strong organisational skills with the ability to multitask in a fast-paced environment.
• Professional approachable and customer-focused demeanour.
• Proficient in Microsoft Office applications and experience with visitor management systems (e.g. Envoy) desirable.
• Experience working in a corporate or hospitality environment preferred.

Additional Information :

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Atlassian Williams Racing is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.

Remote Work :

No

Employment Type :

Full-time