Administrative Assistant — Customer-Facing & Scheduling Pro

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 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.