- Answer and manage incoming phone calls professionally and efficiently.
- Greet customers, suppliers and visitors.
- Monitor and distribute quote request emails.
- Respond to customers confirming their enquiry has been forwarded to the sales team.
- Forward quote requests to the appropriate sales representative.
- Collect and distribute incoming mail and parcels.
- Assist with courier bookings.
- Provide general administrative support to the team.
Vehicle & Workplace Administration
- Book and coordinate vehicle servicing.
- Maintain vehicle service spreadsheets.
- Manage vehicle registration renewals.
- Coordinate workplace compliance requirements including:
- Annual microwave testing
- Biennial hearing tests
Document Management & Filing
- Scan, save and organise job paperwork, glass orders and hardware orders.
- Scan and match delivery dockets with invoices.
- Ensure documentation is scanned and saved into the correct shared folders.
- Scan factory paperwork and hardware sheets.
- Maintain filing systems and daily run sheet records.
- Assist with paperwork for monthly reconciliations.
Production & Scheduling Support
- Prepare and place paperwork onto the production board.
- Print and distribute daily run sheets.
- Assist with organising production documentation.
- Provide administrative support to production and operational staff.
Office & Stock Management
- Keep the reception and office areas tidy and presentable.
- Update the SOP register and annual review dates.
- Monitor and restock first aid cupboards.
- Order stationery, uniforms and merchandise.
- Complete the weekly Woolworths order.
- Monitor office supplies and advise when stock levels are low.
Employee Administration
- Send onboarding documentation to new employees.
- Assist with onboarding administration.
- Maintain employee records and documentation.
- Provide general administrative support to Directors and Management as required.
Systems & Development
- Learn and develop skills using MYOB and company systems.
- Assist with invoicing processes.
- Develop knowledge of business procedures and administration processes.
- Complete data entry accurately.
- Assist with additional projects and administrative duties as required.
About You
The successful applicant will have:
- A positive attitude and willingness to learn.
- Excellent attention to detail.
- Robust organisational and time management skills.
- The ability to prioritise and manage multiple tasks.
- Professional presentation and phone manner.
- Excellent written and verbal communication skills.
- Basic computer skills and confidence learning new systems.
- The ability to work independently and as part of a team.
- A high level of confidentiality and professionalism.
Previous administration or reception experience is an advantage, however not essential. Full training will be provided for the right person.