Administration Assistant

Alectrix; Sydney; On-site; AUD 60,000 - 70,000; Full time

Job summary

Alectrix Pty Ltd is seeking an Administration Assistant to join the Kingsgrove office on a full-time basis. The role is essential to keeping the office operations running smoothly, coordinating jobs, and supporting both clients and tenants with timely communication.

The successful candidate will have 1–2 years of administration experience, be highly organized, and proficient in Microsoft Office. Experience with AroFlo is advantageous, and a collaborative, punctual professional attitude is valued.

Qualifications

• Minimum 1–2 years experience in an administration or office support role.
• Proficiency in Word, Excel, Outlook and PowerPoint.

Responsibilities

• Plan, assign and manage work orders for reactive and programmed jobs, ensuring optimal technician allocation.
• Monitor job progress throughout the day and intervene to keep work on track.
• Rebook and reschedule jobs swiftly when impacted by tenant unavailability or delays.
• Liaise with tenants to confirm site access and manage expectations on timing.
• Track recurring programmed works and ensure they are executed on time.
• Provide job updates or escalations to senior coordinators as needed.
• Update job notes, status codes and invoicing details in company systems.
• Maintain accurate information in client portals.
• Share information between office and field teams to keep work flowing smoothly.

Skills

Administration

Microsoft Office

Organisation

Time management

Written & verbal communication

Attention to detail

Teamwork

AroFlo

Tools

AroFlo

Job description

Alectrix Pty Ltd is a dynamic and growing organisation committed to delivering excellence in all that we do. We pride ourselves on fostering a collaborative and supportive workplace culture where our team members can thrive and contribute meaningfully to our success. Our commitment to quality, innovation and customer satisfaction drives everything we do, and we're looking for talented individuals who share these values to join our team.

About the role

We are seeking an enthusiastic and organised Administration Assistant to join our team at our Kingsgrove office on a full-time basis. This role is essential to the smooth operation of our business, providing critical administrative and client support that enables our teams to focus on their core responsibilities. As Administration Assistant, you will be part of the backbone within our office operations, ensuring that all coordination functions run efficiently and effectively.

Key responsibilities

• Job Scheduling & Coordination

  Plan, assign, and manage work orders for reactive and programmed jobs, ensuring optimal technician allocation based on skill set, location, and job priority.

• Actively monitor job progress throughout the day, intervening when delays or access issues occur to keep work on track.
• Rebook and reschedule jobs swiftly when impacted by tenant unavailability, client delays, or unforeseen field issues, ensuring minimal disruption to service delivery.
• Liaise directly with tenants to confirm site access, clarify job requirements, and manage expectations on timing and disruptions.
• Track and maintain recurring programmed works, ensuring they are executed in line with agreed timelines.
• Client & Tenant Communication - with incoming calls and emails in a polite and professional manner.
• Provide job updates or escalations to senior coordinators and operations supervisors as needed.
• Job Management & Administration - Update job notes, status codes, and completion (invoicing) details in company systems
• Maintain accurate information in client portals.
• Team & Field Support - Share information between office and field teams to keep work running smoothly.

What we're looking for

• Demonstrated experience in an administration or office support role, with a minimum of 1-2 years' experience in a similar position
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook and PowerPoint
• Strong organisational and time management skills, with the ability to manage multiple tasks and priorities effectively
• Excellent communication skills, both written and verbal, with the ability to interact professionally with colleagues at all levels
• Attention to detail and accuracy
• A proactive and flexible approach to work, with the ability to adapt to changing priorities
• Strong interpersonal skills and the ability to work collaboratively within a team environment, being reliable and punctual with a professional attitude towards work
• Experience with office management software or systems is advantageous - our current system AroFlo

What we offer

At Alectrix Pty Ltd, we are committed to supporting the wellbeing and professional development of our employees. We offer a competitive salary package commensurate with experience, a supportive and inclusive work environment where your contributions are valued, and opportunities for career progression and skill development. We foster a collaborative workplace culture that encourages innovation, creativity and teamwork, and we are committed to maintaining a safe and healthy working environment for all our employees.