Office Administrative Assistant

Title: Office Administrative Assistant

Reports To: Office Business Manager

Location: Brisbane, Australia

The Office Administrative Assistant will be one of the most important people in the office and a key lynchpin in ensuring an effective and efficiently run business. This broad aspect role provides a diverse and engaging experience with personal and professional development opportunities as the business grows.

The responsible for the day-to-day administration, phone reception, secretarial duties, inventory management as well as supporting marketing and managing facility requirements and maintenance.

The key responsibilities include responding to incoming enquiries, managing work authorisations, stock inventory management and distribution. Other duties, relevant to the position, are outlined below and shall be assigned as required.

Core Competencies

• Excellent phone manner and general communication skills
• Demonstrated ability to providing exceptional customer service
• Demonstrated ability to self-manage priorities in a dynamic work environment
• Strong work ethic and commitment to deliver outcomes efficiently
• Ability to take initiative and problem solve
• Integrity and takes accountability for own actions
• Adaptability/ Flexibility
• Creative and Innovative Thinking
• Ethics and Integrity
• Enforcing Laws, Rules and Regulations

Job Duties

• Provide administrative support to the business.
• Provide administrative support and customer service to Fix Auto and Novus franchisees nationally.
• Answering all inbound calls and email enquiries and requests.
• Act as first point of contact from customers with issues or concerns, resolve where possible or refer to management for support where needed.
• Process product sales internally and externally including inventory management and distribution.
• Despatch marketing materials, products, equipment as ordered by franchisees from the central stock..
• Support Finance department where required with processing invoices, quotes and payments
• Creating New files and records. Classification and compilation of files, such as financial statements.
• Maintaining computer-based records management.
• Arranging travel bookings and itineraries, organising internal meetings, establishing and maintaining reference and contact systems.
• Coordinating Fix Auto and Novus Glass Hub and online boutique.
• Allocating jobs, seeking authorisations within insurance and fleet companies.
• Collect and compile job authorisations to request and process payment.
• Keeping all files and records up to date.
• Preparation of conference rooms before and after events / meetings / conferences (preparation of desks and screens, preparation of snacks or dinners in case of group meetings, among others).
• Opening and closing of the office.
• Opening and distribution of the mail to the person (s) concerned.
• Coordinate the purchase of supplies and food (hygienic supplies, office supplies, ink and meals, meetings and / or training).
• Ensure common areas are well maintained.
• Coordinate the management of the building with regard to housekeeping, repairs and other subcontractors.
• Manage keys and access codes upon arrival or departure of for employees.
• The successful candidate will have:

Requirements

• Secondary School Diploma required.
• 1-3 years' experience in an administrative role preferred.
• Knowledge of office procedures and practices.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
• Proficient in learning online platforms and systems.
• Resourceful and flexible.
• Proven organizational and time management skills.