Administrative Assistant

O'Brien Electrical; Newcastle-Maitland; On-site; AUD 45,000 - 60,000; Full time

Job summary

O'Brien Electrical Lake Macquarie is seeking an Administrative Assistant to join our close-knit team. You will handle front-desk duties, customer enquiries, and various admin tasks while supporting directors and site staff.

The role involves CRM updates, scheduling, invoicing assistance, and collaboration with suppliers. A proactive, detail‑focused candidate with good communication will fit well in our operations.

Qualifications

• Professional phone manner and excellent communication.
• Strong organisational skills with attention to detail.
• Experience in office administration and customer service.

Responsibilities

• Handle first point of customer contact via phone and in person.
• General administration, document production, data entry, filing.
• Support directors and managers and liaise with staff and suppliers.
• Maintain CRM and various registers; process work orders and quotes.
• Schedule jobs and manage workflow; assist with invoices and quotations.
• Create purchase orders; assist with material logistics for projects.
• Assist accounts payable/receivable duties.

Skills

Phone manners

Communication skills

Organisational skills

Customer service

Multitasking

Team collaboration

Tools

Simpro

Xero

Microsoft 365

Google Apps

Job description

O'Brien Electrical Lake Macquarie is seeking interest for an Administrative Assistant. We require a self-motivated team member with office administration experience who is reliable and able to work within a team and independently.

ABOUT THE ROLE...

This role is a critical support function for our business and its customers. You will be working with our owners and team members, contributing towards delivering a great overall customer experience.

The successful team member will be responsible for the following but not limited to:

• The first point of Customer Contact - Incoming phone calls & greeting of customers and visitor's to the office and showroom
• General administration duties including production of documents, data entry & general filing
• Work closely with directors and operation managers
• Providing administrative assistance to key internal staff when required
• Liaise with site staff, suppliers, subcontractors & local authorities
• Update & maintain CRM and various registers
• Attend & process requests for work order and quotes
• Scheduling jobs and managing workflow schedules
• Assist in preparation of invoices & quotations
• Creation of Purchase Orders to suppliers and subcontractors
• Assist/organise materials for projects including deliveries
• Processing of some Accounts Payable/Accounts Receivable duties

ABOUT YOU...

To be successful in this role you will have the following skills and attributes:

• A professional phone manner with excellent communication skills
• Ability to work efficiently & multi-task under pressure
• Have exceptional organisational skills
• Have a strong customer service focus
• Attention to detail & a positive "can do" attitude
• Ability to work as a team player and independently
• Ability to forward-think and show initiative
• Ability to pick up new skills quickly and maintain accurate information
• Be a clear and logical thinker, able to comprehend issues and work to resolve them effectively
• Computer skills including use of Microsoft Programs and Google Apps (preferred)
• Experience with Simpro software (an advantage)
• Experience with Xero (an advantage)
• Knowledge of the electrical industry (an advantage)

The position is full time (Monday to Friday) This is a terrific opportunity to work with a close-knit team.

If you are a highly motivated and energetic individual with strong communication skills, looking for a challenge and to make your mark on the growth of an expanding company, then we would like to hear from you.