Full-Time Administrative Assistant

Note: Only candidates who meet the required qualifications and proficiency levels in the specified tools would be considered, as these criteria are NON-NEGOTIABLE.

About the Role:
Compensation: 900 AUD per month (paid twice a month)
Schedule: Mondays to Fridays 9:00am to 6:00pm Sydney Time (inclusive of 1-hour unpaid lunch break) 40 hours/week
Availability: ASAP

Job Overview:

We are seeking a Full-Time Administrative Assistant to join our team and help alleviate some of the challenges we face in our administrative processes. As client demand grows and our business continues to thrive, we are looking for a highly organized and efficient individual to manage essential administrative tasks, ensuring smooth daily operations. This role is critical in maintaining workflow efficiency and timely task completion, particularly during our busy seasons when administrative bottlenecks can significantly impact our performance.

The ideal candidate will be tech-savvy, able to work independently, and have strong organizational and communication skills.

Key Responsibilities:

• Task Management: Create, manage, and prioritize daily administrative tasks using Click Up, ensuring deadlines and schedules are consistently met.
• Service M8 Job Management: Create jobs in Service M8, set up client reminders, follow up on job details, and ensure all necessary information is obtained.
• Client Communication: Send professional follow-up emails and reminders to clients and agents regarding appointments, job status, and required paperwork.
• Xero Job Review: Review completed jobs for accuracy before processing them in Xero. Ensure all documentation is gathered before submission.
• Reminder Management: Monitor and send out timely reminders to clients and agents, ensuring no appointments or tasks are missed.
• Staff Clock-In Monitoring: Check staff clock-in times using Verizon Reveal and address any discrepancies.
• Agent Liaison: Email agents a list of properties that are due and follow up to ensure all necessary steps are completed.
• Coordination with Technicians: Tag and follow up with technicians when job details are incomplete, ensuring timely updates.
• Problem-Solving: Investigate unclear reminders or incomplete jobs in Service M8 and escalate to the office manager if needed.

Qualifications:

• Proven experience in an administrative or virtual assistant role.
• Strong time management and organizational skills, with the ability to manage multiple tasks and deadlines effectively.
• Excellent written communication skills, with a focus on clarity and professionalism.
• High level of attention to detail, ensuring accuracy in reminders, job records, and client correspondence.
• Tech-savvy, with proficiency in tools like Service M8, Click Up, Xero, Verizon Reveal, Whats App, and Gmail.
• Ability to work independently and demonstrate task prioritization to meet deadlines without supervision.
• Flexibility to adapt to new processes and changing priorities in a fast-paced work environment.
• Commitment to maintaining confidentiality regarding sensitive client and company information.