Administrative Assistant

Evergent Parramatta; Sydney; On-site; AUD 52,000 - 64,000; Full time

Benefits offered by this job

Competitive salary package

Full-time permanent employment

Direct reporting to Head of Commercial

Hybrid / work-from-home flexibility

Flexible work arrangements

Job summary

Evergent Parramatta seeks an Administrative Assistant to support the Head of Commercial and Director, handling accounts payable/receivable, invoicing, quotations, and supplier relations in the Greater Sydney Region. This full-time role offers growth within a dynamic construction-related company.

You will manage records, ensure timely invoicing, and maintain organized files for ongoing projects, while delivering reliable administrative support and excellent customer service.

Qualifications

• Proven experience working as an Administrative Assistant and/or Operations Assistant or in a similar administrative support role
• Excellent organizational skills with the ability to prioritize multiple tasks and meet deadlines
• Strong proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
• Professional communication skills, both written and verbal
• Reliable, commercially aware and comfortable working for an organization navigating through the growth phase
• Attention to detail and accuracy in all work tasks
• Ability to work independently and as part of a team in a fast-paced environment
• Discretion and professionalism when handling confidential information
• Excellent customer service and interpersonal skills
• Familiarity with Xero software and scheduling tools is advantageous
• High school diploma or equivalent; additional administration qualifications are desirable

Responsibilities

• Administer accounts payable and receivable, invoicing and routine reconciliations in coordination with the accounting team
• Issue customer statements, follow up overdue receivables, investigate discrepancies and resolve account queries
• Check that every fulfilled order has been invoiced, and flag overdue, missing or inaccurate invoices
• Record purchase costs, selling prices and gross profit margin on every sale; escalate low-margin or loss-making transactions
• Keep a chronological register of quotations, customer contacts, values, dates, status and next follow-up actions for the Operations Director / Head of Commercial
• Ensure all quotations receive a timely follow-up and report outstanding opportunities
• Compile and maintain previous and current customer lists; contact customers about open quotes, repeat orders, ongoing work and future projects
• Build and maintain a supplier database and ongoing supplier correspondence
• Prepare, send and track purchase orders, confirmations, lead times and delivery arrangements
• Follow up supplier accounts, product offers and updated purchasing prices
• Maintain a Building Gear brand file containing approved logos, templates, company information and marketing assets
• Keep separate, clearly organised files for each live project, with quotes, purchase orders, correspondence, invoices and delivery records
• Confirm deliveries with customers, document confirmations and promptly investigate discrepancies
• Provide the Operations Director with a concise daily or weekly action summary of outstanding quotations, unpaid invoices, purchase orders, unconfirmed deliveries, orders not yet invoiced, new leads and margin exceptions

Skills

Organizational skills

Prioritization

Professional communication

Attention to detail

Independent and team work

Discretion and professionalism

Customer service

Education

High school diploma or equivalent

Administrative qualifications (desirable)

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Xero

Job description

Our client is seeking a dedicated and organized Administrative Assistant to join their team in the Greater Sydney Region, NSW. This is a full-time position that involves working directly and reporting to the Head of Commercial.

As an Administrative Assistant, you will be the backbone of the company's operations, providing essential support to ensure the business runs smoothly and efficiently. You will work closely with the Head of Commercial as well as the Director, managing key administrative affairs of the company that are crucial to their day-to-day success. This role offers an excellent opportunity become a core member of the company as they grow and define your systems of managing their operations.

Key responsibilities

Administer accounts payable and receivable, invoicing and routine reconciliations in coordination with the accounting team.

Issue customer statements, follow up overdue receivables, investigate discrepancies and resolve account queries.

Check that every fulfilled order has been invoiced, and flag overdue, missing or inaccurate invoices.

Record purchase costs, selling prices and gross profit margin on every sale; escalat e low-margin or loss-making transactions.

Keep a chronological register of quotations, customer contacts, values, dates, status and next follow-up actions for the Operations Director / Head of Commercial.

Ensure all quotations receive a timely follow-up and report outstanding opportunities.

Compile and maintain previous and current customer lists; contact customers about open quotes, repeat orders, ongoing work and future projects.

Build and maintain a supplier database and ongoing supplier correspondence.

Prepare, send and track purchase orders, confirmations, lead times and delivery arrangements.

Follow up supplier accounts, product offers and updated purchasing prices.

Maintain a Building Gear brand file containing approved logos, templates, company information and marketing assets.

Keep separate, clearly organised files for each live project, with quotes, purchase orders, correspondence, invoices and delivery records.

Confirm deliveries with customers, document confirmations and promptly investigate discrepancies.

Provide the Operations Director with a concise daily or weekly action summary of outstanding quotations, unpaid invoices, purchase orders, unconfirmed deliveries, orders not yet invoiced, new leads and margin exceptions.

What we're looking for

Proven experience working as an Administrative Assistant and / or Operations Assistant or in a similar administrative support role

Excellent organizational skills with the ability to prioritize multiple tasks and meet deadlines

Strong proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook)

Professional communication skills, both written and verbal

Reliable, commercially aware and comfortable working for an organization navigating through the growth phase.

Attention to detail and accuracy in all work tasks

Ability to work independently and as part of a team in a fast-paced environment

Discretion and professionalism when handling confidential information

Excellent customer service and interpersonal skills

Familiarity with Xero software and scheduling tools is advantageous

High school diploma or equivalent; additional administration qualifications are desirable

About our client

Our client is a growing organization in the construction industry committed to delivering high-quality products and service to the customers. The client is in a growth phase and is looking to expand rapidly with a corporate office on the horizon. They value flexibility and seek high level of professionalism, integrity and excellence in everything they do.

What is on the offer

A competitive salary package commensurate with experience

Full-time permanent employment with job security

Reporting directly to the Head of Commercial and working closely with the Director

Flexibility to work from home, with potential to move into a hybrid arrangement

Flexible working arrangements to support work-life balance where possible