Administrative Assistant

About the business:

We provide professional trade services to the energy, marine, mining and defence clientele covering all Building, Plumbing, Roofing, Electrical & HVAC service types. 

We service Cairns, Innisfail and the Atherton Tablelands, including all surrounding suburbs and communities.

We employ 30 staff, including Carpenters, Electricians, Refrigeration Mechanics, Plumbers, Roof Plumbers and Administrative professionals.

Our business premises is located in Portsmith, Cairns, QLD. 

Position advertised:

We are looking for a permanent full-time Administrative Assistant to join our Cairns based team.
 

The applicant should consider themselves a proactive, self-starter who is well organised and reliable. They should have strong written and verbal communication skills with an intermediate understanding of MS Word and Excel. Experience in SimPRO would be an advantage. 

Qualifications:

A certificate in Business Administration is favourable but not mandatory.

A provisional / full Car licence is mandatory.

Experience:

We are looking for a candidate that has a minimum of 2 years prior experience in an office environment, and can proactively work to achieve day to day outcomes with limited direction. 

You must be well presented and well spoken with good phone manner and a polite etiquette.

Standard work hours:

• 8:00am to 4:00pm Monday to Friday.

Benefits:

• 6-monthly performance & wage reviews.

• Paid weekly on a Thursday.

• Full set of work uniforms (x5) and footwear (x1).

Tasks & responsibilities:
Some tasks & responsibilities that may be associated with the advertised position are detailed below, more specifically defined tasks will be communicated during the interview stage.

• Provide receptionist duties at the business premises by way of greeting, attending-to and directing visitors. 

• Provide customer service as the first point of contact for our clients by responding to enquiries in person, by phone, email and text message.  

• Create leads, quote and jobs in SimPRO from incoming customer enquiries, ensuring accurate and detailed information is provided to technicians for efficient job completion.   

• Liaise with Operations and Service Managers to coordinate quote and job scheduling, while keeping customers informed and maintaining accurate records in SimPRO.  

• Prepare and issue quote fee and deposit invoices and coordinate job scheduling once payment has been received. 

• Monitor and maintain reoccurring jobs in SimPRO, ensuring all scheduled maintenance is actioned promptly when due.  

• Monitor our generic email inbox and address & action emails accordingly in a timely manner.  

• Undertake general clerical and administrative duties, including mail management, electronic filing, record keeping and maintaining a clean, organised and professional boardroom and reception area.  

• Complete document preparation including printing, photocopying, binding, and laminating. 

• Provide administrative support to the Office Manager, Operations Managers, Project Managers and General Manager when required.