Office Administration Assistant

We are looking for a bright, motivated, flexible and positive person to join our growing team at Coast to Country Specialised Coatings and Pressure Cleaning company.

The position is vital to the smooth operation of the office by efficiently managing all day to day administrative functions, including client enquires, quotes, job bookings and manage customer invoicing and payments. We require someone who will fit into our fast paced and changing work environment to assist in the delivery of high quality services and customer service.

The role is required to manage daily staff and job co-ordination of schedules and resources. The role is also required to co-ordinate with the Financial Controller for payroll, and financial account transactions.

Position is a full time 38 hours a week or happy to adapt the role for the right person to 30 hours per week to accommodate for school pick up and drop off.

Job located at the work premises of Coast to Country office at Beresfield.

ROLES AND RESPONSIBLITIES

Front Office and reception

Answer phones, greet visitors
Monitor and manage all email accounts
Update social media posts
Manage enquiries and refer to manger where applicable
Manage all supplies and office needs
Employees vehicles- running costs, break down, servicing, renew rego’s
Machinery servicing and breakdown/ broken/ lost tools

Accounts Receivable

Obtain daily bank statements and match deposits to Accounts Receivable
Enter receipt information into Service M8

Accounts Payable

Send invoice information to Xero for processing and payment
Timesheets and Customer Invoicing

Ensure all timesheets received and updated daily
Ensure all hours accounted for
Follow up with relevant staff for any missing or incorrect timesheets
Prepare customer invoices and email to client
Prepare and send out customer statements every month if applicable
Ensure all timesheets are completed by employees and approved by manager
Service M8/Jobs management

Maintain quotes in Service M8 on a daily basis with all notes and queue status
Manage all quotes-work orders-job completion
Liaise with clients and staff for all onsite jobs
Setup and manage all jobs with job packets, quotes, work orders, invoices, payments to job completion.
Continuous improvement Conflict resolution (clients)
Human Resources

Advertise vacant positions
Arrange all traineeship documentation
Arrange candidate interviews
Prepare employment contracts
Maintain proforma Employee contract, ensuring it meets current legislation.
Create and maintain employee files
Arrange staff training and maintain records
Organise monthly staff meetings
Organise any other staff functions (eg Christmas Party)
Compliance

Support owner in completing all required compliance tasks.
Prepare and document all toolbox meetings
Manage all inductions and an induction register for internal and external inductions
Admin/Financial Monthly meeting

Schedule monthly meeting and send out meeting request
You are also responsible for:

Contribute to continuous improvement of the system by implementing improvements by setting up new processes for maximum efficiency
Take reasonable care for their own safety and for that of others who may be affected by their activities or omissions.
Ensuring safe and healthy work procedures are followed on work under their supervision
Use safety devices and protective equipment correctly.
Assisting management in the identification and reporting of occupational hazards
Participating in training
Wearing and maintaining personal protective equipment as required.
Promptly reporting work related injuries and illnesses. to their immediate supervisor
Actively taking steps to identify hazards and taking prompt action to control them or reporting them to a manager who has authority and capability to do so