Office Administrator & Customer Service in Ballarat

We have an exciting opportunity for an organised, enthusiastic and detail-oriented Office Administrator & Customer Service person to join our administration team at the Ballarat Centre of Music & the Arts (BCMA). This is a varied and fast-paced role supporting the day-to-day operations of our vibrant performing arts centre and the BCMA community.

The successful applicant will have a minimum of 1-2 years' office administration experience, excellent organisational skills and a genuine passion for providing outstanding customer service.

ROLE DESCRIPTION

The person accepting this role will be responsible for a combination of front-of-house customer service, administration and general office duties, supporting the BCMA administration team and the daily activities of our students, families and teaching staff. We are looking for a vibrant, enthusiastic and efficient individual who is highly motivated, adaptable and able to work effectively both independently and as part of a small, busy team.

The successful applicant will be comfortable working with a wide range of age groups, from young children through to adults, and will have a friendly, approachable manner and the ability to remain calm and professional in a busy environment.

This is a demanding and rewarding role that requires:

• Exceptional organisational and time-management skills
• Strong attention to detail
• The ability to multitask and prioritise competing demands
• Excellent communication and interpersonal skills
• Initiative and the ability to problem-solve
• The ability to work independently and as part of a team
• A high level of computer literacy
• Confidence dealing with customers, students, parents and staff
• The ability to learn new systems and processes quickly
• A positive, can-do attitude and willingness to contribute to the wider BCMA team

DAY-TO-DAY RESPONSIBILITIES

Every day at BCMA is different, providing an interesting, varied and ever-changing role. Duties may include:

• Greeting and assisting students, families and visitors at reception
• Providing a high level of friendly and professional customer service
• Responding to customer enquiries in person, by phone and via email
• General office administration and reception duties
• Data entry and maintaining accurate student and customer records
• Basic bookkeeping and processing financial information
• Taking payments and assisting with account enquiries
• Assisting with scheduling, timetabling and lesson administration
• Managing communications and correspondence
• Assisting with enrolments, withdrawals and general customer administration
• Uniform fitting, sales and stock management
• Assisting with the organisation and administration of classes, events and productions
• Supporting teachers and the wider administration team
• Filing, document management and general office organisation
• Assisting with day-to-day problem solving and unexpected situations
• Other administrative duties as required to support the smooth running of BCMA

ESSENTIAL EXPERIENCE & SKILLS

The successful applicant must have:

• A minimum of 1-2 years' office administration experience
• Previous experience in a customer service or front-office environment
• Basic data-entry level bookkeeping experience
• Strong computer and administrative skills
• Excellent attention to detail and accuracy
• Excellent written and verbal communication skills
• Strong organisational and time-management abilities
• The ability to confidently manage multiple tasks and deadlines
• A professional, friendly and approachable manner

A background or interest in music, dance, drama or the performing arts would be advantageous, but is not essential.

THE IDEAL PERSON

We are looking for someone who will thrive in a busy, creative and people-focused environment and who genuinely enjoys being part of a team. You will be someone who is:

• Organised
• Reliable
• Proactive
• Friendly
• Adaptable
• Efficient

No two days at BCMA are exactly the same, so the ability to think on your feet, take initiative and approach challenges with a positive attitude is essential. This is a fantastic opportunity for someone who enjoys working with people, loves variety and wants to be part of a vibrant performing arts community. This part-time role requires availability for evenings and weekends.