Administration Officer

Element Queensland; Caboolture; On-site; AUD 55,000 - 75,000; Full time

Job summary

Element Queensland is seeking an Administration Officer to join our team. You will support the Director, management and operations, handling day-to-day administration, quotes, bookings and accounts to ensure smooth business operations.

The role covers customer service, scheduling, invoicing and records management in a busy, growing company. If you are organised, proactive and deliver excellent service, we would love to hear from you.

Qualifications

• Minimum of three years' experience in administration and customer service.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• Confident using computer systems and software applications.
• Experience with Xero, CRM systems and Microsoft or Google applications is highly regarded.

Responsibilities

• Manage incoming calls, enquiries and the administration email inbox.
• Prepare, proofread and distribute customer quotes within set timeframes.
• Respond to customer enquiries and provide updates on quotations and scheduled works.

Skills

Customer service

Organisation

Time management

Attention to detail

Communication

Tools

Xero

CRM

Microsoft Office

Google Workspace

Job description

Element Queensland | Full-time or Part-time Position

Be an important part of a busy and growing business!

Are you an enthusiastic, highly organised administration professional who enjoys keeping things running smoothly? Do you thrive in a varied role where customer service, organisation and attention to detail are essential?

Element Queensland is looking for an experienced Administration Officer to join our team.

This is an important and varied position supporting our Director, management team and operational staff. You will play a key role in managing day-to-day administration, coordinating customer requests, managing quotations and job bookings, assisting with accounts and ensuring our business administration runs efficiently.

If you enjoy being organised, can juggle competing priorities and take pride in delivering excellent customer service, we'd love to hear from you!

About the Role

Your responsibilities will include:

Administration & Customer Service

• Managing incoming telephone calls, enquiries and the administration email inbox.

• Preparing, proofreading and distributing customer quotes within agreed timeframes.

• Responding to customer enquiries and providing timely updates on quotations and scheduled works.

• Following up outstanding quotes and maintaining strong customer relationships.

• Monitoring customer portals and entering new work requests into our CRM system.

Scheduling & Job Administration

• Converting accepted quotes into jobs and maintaining accurate job records.

• Assisting with scheduling labour, equipment, materials and subcontractors.

• Liaising with management and customers to ensure jobs are booked and completed within required timeframes.

• Booking contract services, equipment repairs and maintenance.

• Maintaining vehicle, equipment, bookings and training registers.

• Coordinating employee inductions and ensuring training records remain current.

Accounts & Financial Administration

• Processing supplier invoices and accounts payable through Xero.

• Preparing weekly and monthly payment runs.

• Managing accounts receivable and following up outstanding customer payments.

• Processing payment advice and maintaining accurate financial records.

• Ensuring invoices are issued with appropriate supporting documentation and service photos.

Compliance, Systems & Quality Assurance

• Maintaining workplace health and safety documentation, insurance records and company compliance information.

• Maintaining electronic and hard-copy filing systems.

• Auditing and maintaining the Quality Assurance System.

• Keeping company procedures, records and the Element Hub intranet up to date.

• Identifying opportunities to improve administration systems and processes.

About You

You are a proactive and enthusiastic administration professional who enjoys taking ownership, working as part of a team and making things happen.

To be successful in this role, you will bring:

• A minimum of three years' experience in administration and customer service, preferably within a small to medium-sized business.

• Excellent organisational and time management skills.

• Strong attention to detail and a commitment to accuracy.

• Confidence using computer systems and software applications.

• Experience with Xero, CRM systems and Microsoft or Google applications will be highly regarded.

• The ability to manage competing priorities and meet deadlines in a busy environment.

• Excellent written and verbal communication skills.

• A professional, friendly and courteous approach to customer service.

• The ability to work independently, use initiative and proactively identify what needs to be done.

• A positive attitude, maturity and enthusiasm for your work.

What We Are Looking For

We want someone who takes pride in their work, enjoys being busy and understands the importance of keeping customers, management and staff informed.

You will be someone who:

• Doesn't wait to be told what needs doing.

• Can stay calm and organised when things get busy.

• Takes ownership and follows tasks through to completion.

• Enjoys improving systems and finding better ways of doing things.

• Understands that great administration is essential to a successful business.

Why Join Element Queensland?

This is an opportunity to become an integral part of the Element Queensland team, working alongside management and staff in a varied role where your contribution genuinely makes a difference.

You will enjoy a position with plenty of variety, responsibility and the opportunity to develop your skills across administration, accounts and business support.