Office Manager / mechanical coordinator

Summary about this job

Detail information about job Office Manager / mechanical coordinator. Terms and conditions vacancy

About the business

Established and growing business in the Southern Suburbs

About the role

We are seeking full time, experienced front of house office manager to run the workshop office and deliver excellent customer service. Previous experience in this role would be an advantage. 

The Role entails: 

1. Reception/switchboard, e.g. directing telephone callers to appropriate staff,
2. Great communication and customer service skills 
3. Issuing, receiving and maintaining standard form templates, including creating and updating Invoice Job types
4. Maintain and implement all Policies and Procedures and ensure that employees are performing them
5. Relaying information internally and externally, initial greeting of visitors, post work explanations, customer update and handover procedures
6. Filing, collating, photocopying, etc.
7. Handling or distributing mail including messenger service.
8. Recording, matching, checking and batching of accounts, invoices, orders, store requisitions and stock levels in CRM software
9. Operation of keyboard and other allied equipment to achieve competency, including proficiency in excel and word required for the roles and tasks required
10. Creating and Maintaining office procedures in word format
11. Control reception work flow
12. Enters Creditor invoicing against each job as required
13. Makes Customer bookings per phone, in person and online
14. Schedules and monitors daily jobs. Supports technicians to maximise productivity
15. Report to CEO daily where technician's productivity is not being met
16. Completes end of day sheets and matches all data into CRM software
17. Prepares Customer invoicing and submits to CEO for approval
18. Receives payments via Cash and EFTPOS
19. Preparing and Printing of Job cards and ordering parts for technicians
20. Establish and maintain Vehicle master file set up for customers
21. General office administration duties

Hours are 8-5pm Monday to Friday. 

Note: Only short listed candidates will be notified about this role

Benefits and perks

- Great work environment

Skills and experience

1. Mechanically minded
2. Multitasking
3. Well organized
4. Excellent communication with customers and all team members
5. Accurate and dependable
6. Time management