Office Manager

Summary about this job

Detail information about job Office Manager. Terms and conditions vacancy

About the business

We are a small commercial Ship Brokerage specialising in the sale and charter of tugs, barges and workboats. We have a rare opportunity for someone to work from home in an Office Management position. This position is an integral part of our business as you will be responsible for overseeing the operations of the business. As this is initially a work from home position you will need to be self-motivated, be an excellent communicator, be able to prioritise and possess excellent time management skills. 

About the role

Administration

• Overseeing and maintaining all general office requirements, including procedures, asset management and other related requirements
• Managing Partnerships and Affiliations including associated accreditation and obligations
• Provide administration guidelines and support to staff as required
• Review various documentation and provide feedback to other staff and the Director as required
• Effectively and efficiently use relevant software / systems to maintain accurate and up to date records; produce brochures and reports; advertise vessels; send group emails to clients; create, edit and amend contracts; produce quotes and invoices etc
• Liaise effectively with Commonwealth and State departments and industry bodies to remain up to date with statutory requirements in relation to all business operations.
• Retrieve, record and distribute mail to appropriate staff
• Manage Team Meetings including scheduling meetings; distributing the agenda; recording and distributing minutes; and following up on Action Items.
• Maintain the AWBB Gmail Calendar

Business Planning

• Driving business improvement initiatives and streamlining processes
• Set up, review and amend business documents / processes and procedures to ensure currency and accuracy for business operations

Sales

• Responsible for advising on processes involved in the sales, settlement, charter and towage process
• Maintain a high level of understanding of the contracts and clauses used in sales, charter and towage
• Assist the Sales Team in reviewing contracts and management of the settlement process as required
• Assist the Sales Team as required

Marketing

• Assist with updating the Website
• Prepare / draft and proof read marketing material
• Arrange the production of promotional material
• Organise and attend trade shows as required
• Use basic Photoshop operations to assist with brochure preparation

Finance & Insurance

• Assist as required with Xero data entry and preparation of Sales Invoices/Quotes
• Responsible for arranging and maintaining appropriate business insurance in liaison with the Director

IT

• Carry out tasks regarding IT matters as requested by the Director other staff

HR

• Responsible for processing new employees and preparing employment contracts inline with legislative requirements
• Manage and coordinate annual and ongoing performance processes
• Seek and provide HR advice as required
• Reporting HR matters to the Director and support the Director regarding HR matters
• Process Time Sheets and Payroll

Software Used

• SugarCRM
• Xero
• Microsoft Office Suite
• Gmail 

Benefits and perks

• Monday to Friday
• 8:30am to 4:30pm (flexible for the right candidate)
• Work from Home opportunity
• Mobile Phone provided
• Laptop or subsidy provided
• Small and supportive team
• Join a growing business with opportunities to gain knowledge and experience is a variety of areas

Skills and experience

• Experience in an administrative management role in the commercial maritime industry
• Knowledge and experience in the use of BIMCO documents / contracts
• Knowledge and experience in Tendering
• Ability to work independently within a team, but also follow procedures, take direction and multi-task
• An excellent work ethic, reliable and punctual
• Excellent written and verbal communication skills
• Ability to maintain confidentiality
• Highly developed organisational and prioritisation skills
• Enthusiasm and a willingness to learn
• High attention to detail
• Strong computer skills with experience in Xero, Microsoft Office, Email and databases
• Appropriate space at home to work successfully from including internet connection, laptop and printer