Job Description
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.