Reports To: Administration Manager / General Manager
Employment Type: Full-Time
Position Summary
The Assistant Administrator provides essential administrative support across customer service, sales, operations, marketing, compliance, and general office functions. This role assists with maintaining accurate business records, supporting customer communication, coordinating internal processes, and ensuring daily administrative tasks are completed efficiently and professionally.
Key Responsibilities
Customer Enquiries & Lead Support
- Answer incoming customer calls and assist with customer enquiries.
- Monitor voicemail messages and return missed calls promptly.
- Provide customers with information regarding company processes, procedures and next steps.
- Monitor and respond to sales enquiries received through emails.
- Enter new customer leads into company systems.
- Contact customers to obtain additional information required for quoting and job preparation.
- Maintain accurate customer records and update lead information as required.
Sales & Customer Administration
- Assist with preparing and sending customer quotes in line with company procedures and requirements.
- Assist with preparing and sending estimates when required.
- Prepare and issue invoices as directed.
- Follow up customers after quotes and estimates have been sent to:
- Confirm they have received the documentation.
- Answer any questions they may have.
- Explain the company's process moving forward.
System & Job Administration
- Review new leads daily and assist with preparing job information.
- Complete preliminary measurements through Canibuild where required.
- Save site plans and upload information into the relevant ServiceM8 jobs.
- Assist with maintaining accurate job records and documentation.
- Process warranty cards for completed and previous jobs.
Staff & Operations Support
- Assist with monitoring field staff compliance requirements, including:
- Connecteam clock-in and clock-out records.
- Follow up missing documentation with site staff when required.
- Provide general administrative support to operations teams.
Marketing Support
- Assist with maintaining company marketing materials, including:
- Websites.
- Business cards.
- Social media content.
- Flyers.
- Customer notifications.
- Assist with six-monthly reviews of marketing materials to ensure information remains accurate and current.
- Maintain marketing expense records and assist with updating pricing information.
Office Administration & Financial Support
- Maintain accurate office records, filing systems and business documentation.
- Assist with accounts administration across all company entities.
- Assist with preparing and organising information required for:
- BAS (Business Activity Statements).
- GST reporting.
- Tax preparation and compliance requirements.
- End-of-year accounting requirements.
- External accountant requests.
- Assist with maintaining accurate financial records and ensuring documentation is correctly filed.
- Upload and process supplier bills and expenses.
- Assist with company account reconciliations.
- Monitor outstanding invoices and assist with customer account follow-ups where required.
- Assist with payroll administration, including:
- Reviewing employee timesheets.
- Processing payroll information.
- Ensuring employee details are accurate.
- Assisting with pay run preparation.
- Assist with employee administration, including:
- Superannuation processing and record keeping.
- Maintaining employee files.
- Updating employee information and documentation.
- Assist with maintaining compliance records and ensuring company obligations are completed within required timeframes.
- Provide administrative support to management, accountants and other departments as required.
- Purchase office supplies and materials when required.
- Complete general office tasks and administrative duties to support daily business operations.
Safety & Compliance Support
- Assist with workplace health and safety administration.
- Participate in regular audits of:
- First aid kits.
- Fire safety equipment.
- Safety procedures.
- Emergency preparation requirements.
- Assist with maintaining compliance records.
Relief Administration Support
During periods of staff leave or increased workload, the Assistant Administrator may assist with:
- Company reconciliations.
- Uploading supplier bills.
- Customer invoicing.
- Customer follow-up calls after completed works.
- Payroll preparation support.
- Reviewing and approving timesheets where authorised.
- General administration duties across all company departments.
Skills & Attributes
- Strong communication and customer service skills.
- Excellent organisation and attention to detail.
- Ability to manage multiple tasks and priorities.
- Professional phone and email manner.
- Reliable, punctual and willing to learn.
- Ability to work independently and within a team setting.
- Good computer literacy and ability to learn new software systems.
Preferred Experience
Experience with the following systems is desirable:
- ServiceM8
- Connecteam
- Canibuild
- ProofSafe
- Xero
- Microsoft Office / Google Workspace
- CRM systems
- BAS, GST reporting & Tax preparation
Role Expectations
The Assistant Administrator is expected to provide reliable administrative support, maintain accurate records, represent the company professionally, and contribute to the smooth operation of daily business activities.
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📌 Admin Assistant (Lismore City Council)
🏢 VT Trades
📍 Lismore City Council
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