Admin Assistant (Customer and Operations Support) | Trade Industry | Onsite

Employment Type: Full-time

Ready to do work that actually excites you?

Position Purpose

• Provide administrative and clerical support to ensure efficient operational & client communications.
• Maintain and update records, files, and databases with accuracy and confidentiality.
• Assist in booking & processing accommodation & logistics.
• Support internal teams with data entry and accounts receivable & payable processes.
• Communicate with clients/suppliers and internal team for efficient completion of jobs & follow-up
• Ensure compliance with company policies and procedures in all administrative tasks.
• Contribute to process improvements to enhance efficiency and productivity.

Organisational Relationships

Position Liaises with:

• External Contacts:
• Clients
• Suppliers
• Sub-contractors
• Internal Contacts:
• Team members

Position Collaborates with: Office Manager, Accounts, Operations, Parts, Sales & Technicians

You'll be the kind of person who:

• Manage and maintain office records, files, and databases with accuracy and confidentiality.
• Handle incoming and outgoing emails, directing inquiries as needed.
• Assist in booking accommodation & logistics.
• Prepare documents, reports, and presentations as required.
• Assist in the coordination of vehicle fleet maintenance.
• Maintenance and invoicing of Monthly Client Prepayment Agreements
• Maintain sub-contract insurance and compliance database
• Maintain Asset Databases for Major client groups
• Follow-up Debtors in accordance with guidelines
• Attend Operational & Sales Meetings transcribe Notes and record key actions and update task tracker and follow-up on action items post-meeting

• Perform data entry, document formatting, and record-keeping tasks.
• Process daily technician timesheets in a timely manner
• Perform daily check on job completion status and coordinate next steps
• Update Asset servicing data in an accurate and timely manner.
• Process accommodation invoices
• Create Maintenance Contracts for forward servicing works.
• Complete Job Finalisation tasks including Fitout photos digital filing.
• Update Client database and supplier database
• Assist with Safety documentation for client
• Maintain up-to-date and organized digital filing systems.

• Update job status for client communication after attendance at site
• Client communication for job status updates and requesting Purchase Order Numbers from clients
• Perform Quote follow-up process in accordance with guidelines
• Follow-up outstanding purchase orders to obtain ETA and advise client and internal team on timelines
• Collect client feedback, testimonials and google reviews
• Draft internal communications, notices, and memos as directed.
• Report weekly to your manager
• Provide support to management and clients by addressing ad-hoc requests as needed

• Identify and implement improvements to accounting processes for efficiency and accuracy.
• Assist in developing administrative procedures and reviewing policies as required.
• Complete activities in line with documented business processes and procedures and ensure that workflows are followed and up to date.
• Identify and implement changes to processes and systems with the goal of increasing productivity and reducing friction points.
• Maintain diary and ensure all appointments, emails, and telephone calls are professionally attended to in a timely manner.
• Ensure that maintenance of the client database and client records is consistently up to date and accurate
• Achieve KPI Standards

• Assist all Team Members to comply with the company's OH & S procedures.
• Identify and report Safety Compliance issues in a timely manner as they arise.

• Be actively involved in team meetings and record the details relevant to your department in diaries.
• Maintain diary and ensure all appointments, emails, and telephone calls are professionally attended to in a timely manner
• Carry out tasks efficiently while maintaining control, being organised, and precise to meet deadlines effectively.
• Be flexible to the fast-changing nature of our business.

What You Bring:

We're looking for someone who:

• Adherence to company's Culture Statement at all times. Serious breaches of these Rules will be reason for instant dismissal
• The phone will be answered in accordance with the the company's phone procedure
• You will be required to complete all tasks and goals set and it is your responsibility to ask for help if these are not being reached
• Provide input into continuous improvement processes in the operational area
• Be communicative and open to receive and provide help from the Team
• Be open to learn how to improve skills
• Attendance at Training Seminars and Team Meetings
• At all times, you will be open and honest with Management and Team Members
• Strong verbal and written communication skills to liaise with Clients, Suppliers and Team Members
• Excellent computer skills and good working knowledge of the Microsoft Office suite of products
• Proven attention to detail and ability to follow instructions and take direction
• Ability to work autonomously
• Maintain professional attitude and conduct at all times
• Professional appearance and provide excellent customer service
• Self-driven with the demonstrated ability to take ownership of tasks
• Takes pride in producing work to the highest possible standards and has a commitment to performance excellence
• Excellent analytical, organisational, time managing and prioritising skills

Knowledge you will need to acquire:

• Learn the basics behind workshop solutions the company offers to our clients
• Basic understanding of operational and parts procedures and processes
• Building professional relationships with clients and suppliers

Personal Attributes:

• Proven ability to problem solve
• Exceptional inter-personal skills
• Proven team player
• A willingness to learn new things
• Strong customer service skills

• The knowledge that you will be assisted in every way to help you fulfil your role as Administration Assistant
• Open communication
• The resources required to improve your ability to carry out your work
• A united front and back-up when required
• The belief that none of us are infallible and that when a mistake is made, that it is part of business, and if we learn from the experience and move on, we will always become stronger from overcoming the obstacle
• That in all things you will be dealt with fairly
• The assistance to help you grow and improve your knowledge in the role that you play in the team

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!

Let's Talk

If you're thinking "this sounds like me"-it probably is. Click apply. We can't wait to meet you.