Administration & Production Assistant

Open2view; Landsborough; On-site; AUD 45,000 - 65,000; Full time

Job summary

Open2view is seeking a reliable Administration & Production Assistant to support day-to-day operations, spanning administration, accounts support, customer service, print finishing and signage production.

The role involves invoicing accuracy, data entry and coordinating production tasks, with a need for strong organisation and a hands-on approach in a busy environment.

Qualifications

• Experience with invoicing and accounts administration.
• Excellent attention to detail, especially in data entry and invoicing.
• Ability to manage deadlines and competing priorities in a busy environment.

Responsibilities

• General office administration and data entry.
• Assisting with accounts administration and invoicing.
• Preparing and processing invoices accurately and timely.
• Maintaining accurate customer, order and job records.
• Answering phones and responding to customer inquiries professionally.
• Assisting with scheduling and coordinating production jobs.

Skills

Administrative tasks

Accounts payable/receivable

Customer service

Print finishing

Data entry

Tools

Microsoft Office

Invoicing software

CRM software

Printer finishing equipment

Job description

We are looking for a reliable, organised and hands-on Administration & Production Assistant to support the day-to-day operations of our business.

This is a varied role combining administration and accounts support, customer service, print finishing and signage production. The successful applicant will be comfortable moving between computer-based administrative duties and practical production work throughout the day.

A key component of the role will be assisting with the accurate and timely processing of invoicing and other administrative tasks, with the ability to prioritise workloads and meet important deadlines, particularly during busy end-of-month periods.

The role would suit someone who enjoys variety, has strong attention to detail, works well as part of a team and is happy to assist wherever required to ensure administrative and production tasks are completed accurately and on time.

Key Responsibilities

Administration & Accounts

• General office administration and data entry
• Assisting with accounts administration and invoicing
• Preparing and processing invoices accurately and in a timely manner
• Ensuring invoicing and administrative information is entered correctly and maintained accurately
• Prioritising invoicing and accounts tasks to ensure important deadlines are met, particularly during end-of-month periods
• Assisting with the completion of end-of-month invoicing requirements
• Creating and updating in-house packages and pricing information as required
• Processing orders and updating job information accurately
• Preparing paperwork, job sheets and delivery information
• Maintaining accurate customer, order and job records
• Assisting with general accounts administration and other financial administrative duties as required
• Answering phones and responding to customer and online enquiries in a professional and timely manner
• Communicating with customers, suppliers and team members
• Assisting with scheduling and coordinating production jobs

Print Production & Finishing

• Assisting in the print finishing department
• Cutting, trimming, folding, laminating and packing printed products
• Checking completed print work for quality and accuracy
• Preparing brochures, flyers, booklets and other printed materials for dispatch
• Packing and organising completed jobs for delivery or collection
• Assisting with stock control and maintaining production supplies

Signage Production & Support

• Assisting with signage production and preparation
• Preparing and skimming signboards as required
• Applying vinyl, stickers and graphics to corflute and other signage materials
• Preparing signboards, frames and associated signage components
• Cleaning and preparing signage for installation or reuse
• Packing and organising signage jobs for installers and deliveries

General Support

• Keeping office and production areas clean, organised and safe
• Assisting other areas of the business during busy periods
• Providing general support to ensure customer orders and production jobs are completed accurately and on time

Skills & Attributes

The ideal applicant will have:

• Strong organisational and time-management skills
• Excellent attention to detail, particularly when processing invoices and administrative information
• Ability to work accurately while managing deadlines and competing priorities
• Good computer and general administration skills
• Confidence working with invoicing, data entry and administrative systems
• Ability to prioritise workloads, particularly during busy end-of-month periods
• Confident phone and customer service skills
• Good written and verbal communication skills
• Ability to work independently and as part of a team
• Ability to manage several jobs and tasks at once
• Willingness to learn and assist in different areas of the business
• Ability to work in a fast-paced office and production environment
• A positive, flexible and reliable approach to work
• Reasonable physical fitness, as some lifting and manual handling will be required