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