Administrative Assistant

O'Brien Glass Industries Limited; Newcastle-Maitland; On-site; AUD 55,000 - 70,000; Full time

Job summary

O'Brien Electrical Lake Macquarie is seeking an Administrative Assistant to support office operations and deliver a great customer experience. The role involves front-desk duties, data entry, invoicing support, and coordinating with project teams.

You will work with directors and site staff, manage paperwork, schedules, and supplier communications, and help keep stock and records accurate.

This is a full-time, Monday–Friday position within a cooperative, hands-on team.

Qualifications

• Experience in office administration and customer contact.
• Ability to work independently and in a team.
• Strong organisational and communication skills.
• Familiarity with MS Office and cloud tools.

Responsibilities

• Answer front-desk calls and greet visitors in a professional manner.
• Handle data entry, filing, and basic invoicing support.
• Coordinate with directors, site staff and suppliers.
• Maintain CRM and records; process work orders and quotes.
• Assist with purchases, stock control and accounts payable/receivable.

Skills

Phone etiquette

Communication

Organisational skills

Customer service

Attention to detail

Multitasking

Team player

Initiative

Tech proficient

Office software

Tools

Microsoft Office

Google Apps

Simpro

Xero

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.