Client Services & Administration Officer - Bar Association of Queensland

Client Services & Administration Officer - Bar Association of Queensland

Work hours: 9:00am to 5:30pm

About the role

Reporting to the Director, Corporate Services, the Client Services & Administration Officer provides professional client-facing and operational support to the Association's Mediation and Arbitration Centre (the Centre), together with secretarial and administrative assistance across Corporate Services. The role helps ensure rooms are ready for use, clients and suppliers receive timely assistance, and bookings and associated arrangements run smoothly. As the Centre's activities vary, the position also supports finance, communications and facilities administration and assists reception with telephone enquiries, front-of-house duties and member services.

Key responsibilities

• Respond promptly and professionally to booking enquiries, client requests and practical questions by telephone, email and in person; refer pricing, policy or complex matters as appropriate.
  
• Assist with booking administration, room allocations, calendar, confirmations and relevant client information, maintaining accurate records.
  
• Prepare and reset rooms for mediations, arbitrations and meetings, including table and seating configurations, water, stationery and other agreed room requirements.
  
• Welcome clients and visitors, direct them to rooms and breakout areas, and provide discreet, courteous assistance throughout their booking.
  
• Check room presentation, cleanliness and readiness before and after use, and coordinate cleaning, maintenance and replenishment as required.
  
• Provide assistance with room audiovisual equipment, connectivity and other facilities; troubleshoot routine issues and escalate technical problems promptly.
  
• Handle client information and proceedings with appropriate discretion, confidentiality and sensitivity.
  
• Provide secretarial and administrative assistance to Corporate Services, including drafting and formatting correspondence, documents, spreadsheets and other materials.
  
• Assist with answering, screening and transferring incoming calls and responding to routine enquiries.
  
• Maintain organised electronic and physical files and undertake data entry, scanning, photocopying and document preparation.
  

About you

• Experience in reception, client services, hospitality, venue coordination, office administration or a comparable service-focused role.
  
• Excellent interpersonal and written communication skills, professional presentation and a helpful, calm manner.
  
• Strong organisation, attention to detail and ability to prioritise competing requests and adapt to changing room schedules.
  
• Confidence dealing with clients, professional stakeholders, suppliers and colleagues, including resolving routine issues independently.
  
• Proficiency in Microsoft Outlook, Word and Excel, with the ability to learn booking systems and basic audiovisual equipment.
  
• A practical, hands-on approach and willingness to assist with room setups and day-to-day facilities tasks.
  

About us

The Bar Association of Queensland strives to support Queensland barristers in maintaining high professional standards and levels of knowledge to ensure that the profession provides a distinctive, competent and competitive service to the community through the provision of high-quality legal advocacy and advice, and the promotion of access to justice.

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