Administrative Assistant

O'Brien Glass Industries Limited; Newcastle-Maitland; On-site; AUD 52,000 - 66,000; Full time

Job summary

O'Brien Electrical Lake Macquarie is seeking an Administrative Assistant to support the team with office administration and customer service. The role involves handling calls, greeting visitors, data entry, CRM updates, and coordinating with directors and project staff.

You will contribute to timely invoicing, quotes, purchase orders, and stock management while maintaining accurate records and delivering a positive customer experience.

Qualifications

• Professional phone manner with excellent communication skills
• Ability to work efficiently & multi-task under pressure
• Strong organisational skills
• Customer service focus
• Attention to detail and a positive can-do attitude
• Team player and able to work independently
• Forward-thinking and initiative
• Able to quickly pick up new skills and maintain accurate information
• Clear and logical thinker; resolves issues effectively
• Computer skills including Microsoft Programs and Google Apps (preferred)
• Experience with Simpro software (an advantage)
• Experience with Xero (an advantage)
• Knowledge of the electrical industry (an advantage)

Responsibilities

• First point of customer contact – greeting visitors and answering phones
• General administration duties including document production, data entry and filing
• Work closely with directors and operations managers
• Provide administrative assistance to internal staff
• Liaise with site staff, suppliers, subcontractors and local authorities
• Update & maintain CRM and various registers
• Process work order requests and quotes
• Schedule jobs and manage workflow
• Assist in preparing invoices and quotations
• Create purchase orders to suppliers and subcontractors
• Assist with materials for projects and stock management
• Handle accounts payable/receivable duties

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
• Assist & maintain stock management including stock takes
• 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.