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

• 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.
  

• External Contacts:
  

• Clients
  
• Suppliers
  
• Sub-contractors
  

• Internal Contacts:
  

• Team members
  

• 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 companys 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.
  

• Adherence to companys 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 companys 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
  

• 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
  

• 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!