Administration Assistant

Zoom Recruitment; Gold Coast City; On-site; AUD 48,000 - 64,000; Full time

Job summary

Zoom Recruitment is seeking a detail-oriented Administration Assistant to support our transport team and help ensure smooth office operations, while delivering excellent customer service. You will manage documents, assist booking staff, monitor the inbox, and contribute to process improvements, underpinned by confidentiality, organization, and collaborative teamwork.

This role requires proactive communication with internal and external stakeholders, strong computer skills, and the ability to

Qualifications

• Experience in an administrative or customer service role.
• Proficient in Microsoft Office and willing to learn new systems.
• Excellent written and verbal communication skills with diverse stakeholders.
• Highly organized with the ability to manage multiple tasks.

Responsibilities

• Review and prioritize the inbox, respond to urgent queries, and manage system alerts.
• Prepare and organize documents for client meetings and appointments for booking staff.
• Participate in daily admin team briefings and contribute to task planning.
• Process and archive physical and digital documents securely and accessibly.
• Communicate effectively with stakeholders and support process improvements.

Skills

Administrative experience

MS Office

Communication skills

Organization

Teamwork

DEI commitment

Job description

3mo ago , from Zoom Recruitment & Training

We are seeking a detail-oriented and proactive Administration Assistant to join our dynamic transport team. This role is crucial in ensuring the smooth running of our office operations, providing support to booking staff, and enhancing customer service experiences. At our company, we are committed to cultivating a diverse, equitable, and inclusive workplace where all employees feel valued and empowered to achieve their fullest potential.

Responsibilities

• Provide exceptional customer service by addressing inquiries and resolving issues promptly and professionally.
• Manage document processing, including filing, copying, and preparing reports with accuracy and confidentiality.
• Assist booking staff with various administrative tasks, ensuring efficient workflow and resource management.
• Monitor and organize the inbox, redirecting emails to the appropriate personnel and ensuring timely follow-ups.
• Communicate effectively with internal and external stakeholders through written and verbal communication, fostering positive relationships.
• Continuously update and maintain office systems and records to ensure they are reflective of current practices and information.
• Actively contribute to team meetings and provide insights for process improvement initiatives.

Qualifications

• Proven experience in a similar administrative or customer service role.
• Strong computer skills, including proficiency in Microsoft Office Suite, and a willingness to learn new systems and software.
• Exceptional written and verbal communication skills, with the ability to effectively engage with diverse stakeholders.
• Highly organized, with the ability to manage multiple projects simultaneously while maintaining attention to detail.
• Ability to work independently and collaboratively within a team-oriented environment.
• Commitment to diversity, equity, and inclusion in the workplace.

Day-to-Day

• Start the day by reviewing and prioritizing the inbox, responding to urgent queries and system alerts.
• Support booking staff by preparing and organizing necessary documents for client meetings and appointments.
• Engage in daily meetings or briefings with the admin team to discuss ongoing tasks and upcoming projects.
• Process and archive physical and digital documents, ensuring they are easily accessible and secure.
• Foster open communication with colleagues and management to address day-to-day challenges and opportunities for improvement.
• Dedicate time to learning and training sessions to enhance skills and adapt to new tools and systems.

*Please note: only applicants meeting the above criteria and who possess Australian citizenship or unrestricted working rights will be considered for this role*

The successful applicant will need to complete a Pre-employment Medical assessment, including Drug & Alcohol Screening & Nationally Coordinated Criminal History Check prior to placement.