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About Us
We are an advanced technology solutions company based in Melbourne's East. Delivering innovative and advanced residential and commercial technology solutions to some of the most well-known Australian and Global Businesses and prestige homes. Our organisation is rapidly growing, and we are looking for a promising individual to grow along with us. Our services span system design, building management, energy management, duress management, data comms, Wi-Fi & networking, electrical, integration, automation & control solutions, lighting engineering and audio visual. We pride ourselves on the ability to complete our work at a distinctly professional level while enjoying a friendly and fun atmosphere. Our team is diverse and dynamic with a warm, collaborative approach.
The Opportunity
We are looking for a highly motivated Office Administration Assistant to provide administrative support to a fast-growing company. You will join a team that supports software, lighting, electronics engineers, and designers who create solutions for the implementation of lighting, energy and building management systems. The ideal candidate will have a proven track record in an administration role with a keen eye for detail and accuracy.
Reporting to the Administration Manager, you will utilise your extensive organisational skills, experience and time management abilities to assist a busy department with the day-to-day operation of the business.
About You
We are looking for someone who is more than an Administration Assistant. You present well - always being mindful of our brand, have exceptional interpersonal skills, a passion for excellence, and a desire to go above and beyond. Highly detail-oriented with a love of continuous learning and solving challenges. You are courteous, organised, have a strong work ethic, and thrive on exceeding goals.
As such we require someone who has an eye for detail, is organised in their approach and workflow, self-motivated, and works well with others.
Key Responsibilities Include (but not limited to):
- Assist the admin and project managers with administrative functions and processes, and day-to-day activities.
- Data entry of supplier products and pricing
- Office stock and stationery control and ordering
- Assist with procurement (purchase orders) and logistics, including follow-ups, replacements, warranty exchanges etc.
- Book travel (flights, accommodation, hotel & cars) as required.
- Document control when required
- Summarise, manage, and solve issues and report to relevant stakeholders.
- Effectively coordinate and handle multiple tasks with a high degree of independence and professional judgment to meet or exceed project key performance indicators.
- Prioritise tasks and juggle competing deadlines effectively.
- Respond quickly to ad hoc requests from managers – spreadsheet creations, comparisons, research etc.
- Attend meetings as required and take meeting minutes.
- Run errands on behalf of Managers or other business departments as requested.
- Be punctual and reliable, have a positive "can-do" attitude and work ethic, be flexible and adaptable, and work well independently and as part of a team.
- Use tools and software as pre-configured: MS Office, Google Drive, Dropbox, / (Wrike, Simpro, Slack (training provided))
- Prepare project documents including data entry, formatting, reviewing and quality control.
- Assist HR with onboarding of new staff if required (booking interviews)
Skills and experience
Requirements
- Reliable, self-motivated and trustworthy
- Proven work experience as an Administration assistant or similar role
- Excellent verbal and written communication skills
- Highly Proficient in computer programs especially Microsoft Office, and Google Drive
- Ability to follow instructions clearly and accurately in a timely manner.
- Exceptional organisational and time-management skills
- Ability to be flexible in an ever-changing environment.
- Demonstrated ability to work independently to organise and prioritise work, handle multiple complex tasks simultaneously, set and meet deadlines, and follow-through within a fast-paced environment with multiple and competing demands.
- Impeccable attention to detail, judgement, and integrity
- Current valid Australian driver's licence and vehicle
- Must be prepared to supply a recent National Police Check
- Available Monday to Friday business hours to work on-site in Vermont and be flexible.
Application Requirements
Please provide a CV including a cover letter with your application.
Apply now if you are a strong and highly motivated Admin Assistant, who wants to join an exceptionally talented team. Join us and be a part of a progressive culture that is enjoyable, flexible and results driven.
