Operations
- Perform desk audits – going through the Urbanise completed jobs from the maintenance team.
- Monitor emails and sort from generic information and service emails and direct to the correct personnel if required.
Administration
- Entering supplier invoices and expenses
- Ensure that what is entered is the quoted/price list amount
- Reconcile supplier statements at the end of the month
- Divisional allocation of Payroll Tax, Long Service Leave and Workcover and entries
- Breakdown of monthly fuel costs according to divisional use and entry
- Breakdown of monthly eTag costs according to divisional use and entry
Reporting
- Manually enter written plumbing reports as provided by the plumbers in database
- Download reports from iAuditor and attach them to the jobs in Aroflo
- Complete the monthly contract health, safety and Enviro Performance report
- Monitor the use and expense of fuel
Reception
- Greet and tend to clients/visitors as they enter the office
- Ensure the meeting room is kept clean and tidy, ensuring water, paper and pens are kept available
- Answer calls, take messages and direct calls and emails to appropriate personnel
- Provide refreshments as required during client meetings
General
- Maintain accurate records and storage of files
- Maintain inventory of staff amenities and stationery requirements and process orders as needed
- Undertake general administrative tasks and provide support to the team
Skills
Personal Attributes/Skills Required:
- Excellent verbal and written communication
- Attention to detail and problem-solving skills
- Excellent time management skills with an ability to multitask and prioritise work
- Ability to work as part of a team as well as independently, taking initiative when needed
- Strong word processing skills with high accuracy
- Strong interpersonal skills
- Ability to work under pressure
- A fast learner with the ability to take on new tasks quickly
Qualifications and Experience Required:
- At least 3 years’ proven experience in an administrative position
- Qualification in Business Administration is preferred
- Experience in the use of Microsoft 365, specifically Word, Excel and Outlook