Administration Assistant

Woodforde Group; Melbourne; On-site; AUD 47,000 - 66,000; Full time

Benefits offered by this job

Onsite parking

Immediate start

Office-based role

Job summary

Woodforde Group is seeking a Temporary Administration Assistant to join the Service team in Hallam. This immediate-start role focuses on clearing backlogs, updating systems and keeping customers informed while new schedulers are onboarded.

You’ll work across ServiceMax, Salesforce and Microsoft Teams, with full-time hours, in a busy, busy environment, and support a range of service administration tasks until Christmas.

Qualifications

• Strong administration experience within a busy, fast-moving environment.
• Excellent attention to detail and accuracy in data entry.
• Confidence speaking with customers over the phone.
• Experience managing customer enquiries and following up outstanding information.
• Knowledge of ServiceMax, Salesforce and Microsoft Teams is valued.

Responsibilities

• Clear existing administrative backlogs and keep service information moving.
• Manage case queues and respond to customer enquiries.
• Follow up customers regarding outstanding quotes and information.
• Obtain outstanding purchase order numbers from customers.
• Update purchase order information to progress jobs to invoicing.
• Follow up outstanding customer payments and process one-time payments over the phone.
• Update work orders, job information and customer records.
• Navigate ServiceMax to locate job information and provide customers with updates.
• Coordinate technician compliance requirements and inductions.
• Support general phone and email enquiries across the Service team.

Skills

Administration experience

ServiceMax experience

Salesforce experience

Customer service communication

Attention to detail

Tools

Microsoft Teams

ServiceMax

Salesforce

Job description

Christmas period, Casual/Temporary, Full time

Are you a switched-on administrator who loves getting things organised, clearing a backlog and ticking tasks off the list?

We are seeking an experienced Temporary Administration Assistantto join a busy Service team based in Hallam. This is an immediate-start temporary opportunity through to Christmas, providing additional administrative support while the team welcomes and trains new schedulers.

This role would suit a strong all-round administrator who can be shown a process, pick it up quickly and confidently run with it. You’ll work across a range of service administration tasks, helping clean up outstanding work, update systems, follow up customers and ensure information is accurate and up to date.

Your Role

Working within the Service team, your key focus will be helping clear existing administrative backlogs and keeping service information moving.
Your responsibilities will include:

• Working through outstanding administration and service backlogs
• Managing case queues and responding to customer enquiries
• Following up customers regarding outstanding quotes and information
• Contacting customers to obtain outstanding purchase order numbers
• Updating purchase order information to allow jobs to progress to invoicing
• Following up outstanding customer payments
• Taking one-time credit card payments over the phone
• Updating work orders, job information and customer records
• Navigating ServiceMax to locate job information and provide customers with updates
• Managing customer portals and ensuring required information is uploaded accurately
• Coordinating technician compliance requirements for customer sites, including police checks, Working with Children Checks and site inductions
• Booking and coordinating required inductions
• Supporting general phone and email enquiries across the Service team
• Assisting with other service administration tasks as backlogs are cleared

Your Organisation

Are you a switched-on administrator who loves getting things organised, clearing a backlog and ticking tasks off the list?

We are seeking an experienced Temporary Administration Assistantto join a busy Service team based in Hallam. This is an immediate-start temporary opportunity through to Christmas, providing additional administrative support while the team welcomes and trains new schedulers.

This role would suit a strong all-round administrator who can be shown a process, pick it up quickly and confidently run with it. You’ll work across a range of service administration tasks, helping clean up outstanding work, update systems, follow up customers and ensure information is accurate and up to date.

Your Role

Working within the Service team, your key focus will be helping clear existing administrative backlogs and keeping service information moving.
Your responsibilities will include:

• Working through outstanding administration and service backlogs
• Managing case queues and responding to customer enquiries
• Following up customers regarding outstanding quotes and information
• Contacting customers to obtain outstanding purchase order numbers
• Updating purchase order information to allow jobs to progress to invoicing
• Following up outstanding customer payments
• Taking one-time credit card payments over the phone
• Updating work orders, job information and customer records
• Navigating ServiceMax to locate job information and provide customers with updates
• Managing customer portals and ensuring required information is uploaded accurately
• Coordinating technician compliance requirements for customer sites, including police checks, Working with Children Checks and site inductions
• Booking and coordinating required inductions
• Supporting general phone and email enquiries across the Service team
• Assisting with other service administration tasks as backlogs are cleared

The team primarily works across ServiceMax, Salesforce and Microsoft Teams, with ServiceMax experience particularly desirable.

Your Profile

We are looking for a switched-on administrator with strong attention to detail, who enjoys a busy environment, takes pride in their accuracy and can confidently get on with the job once shown the ropes.

You will ideally bring:

• Strong administration experience within a busy, fast-moving environment
• The ability to learn new processes and systems quickly
• Excellent attention to detail and confidence working through high-volume administrative tasks
• Confidence speaking with customers over the phone
• Experience managing customer enquiries and following up outstanding information
• Strong systems skills and accurate data entry capabilities
• The ability to prioritise your workload and work autonomously once trained
• A proactive approach and the ability to think on your feet
• ServiceMax experience will be highly regarded
• Salesforce experience would also be advantageous
• not essential

Hands on training will be provided on the company's processes and systems.

The Details

• South Eastern Suburbs location
• $41 per hour + Super
• Immediate start
• Temporary assignment through to Christmas
• Monday to Friday
• Full-time hours, flexibility either 8am-4pm or 9am-5pm
• Office-based role
• Onsite parking available

If you're a capable, switched-on administrator who enjoys getting stuck into a busy workload and can quickly take ownership of a task, we'd love to hear from you.

Learn more about Woodforde Group and how we can help you:
https://woodfordegroup.com.au/
At Woodforde Group we support and celebrate diversity and do not discriminate. We are for all people, regardless of difference, and know that the more inclusive we are the stronger our work culture and the better our service delivery will be. All employment is decided on the basis of qualifications, experience, merit and business needs. We encourage people of all ages, backgrounds, orientations and walks of life to apply and feel comfortable in their own skin.

Additional information

• Immediate start | $41 per hour + super | South Eastern Suburbs location
• Full-time temporary role through to Christmas
• Join a friendly, down-to-earth and supportive team culture