Office Adminstrator

Summary about this job

Detail information about job Office Adminstrator. Terms and conditions vacancy

• Permanent full-time role based in Wangara
• All gender welcome to apply
• Local Australian engineering firm, working with young and vibrant team

About the business

• Leaders in Civil, structural, geotechical engineering field with a combination of over 60 years of experiences
• Motivated and professional team of enginners
• Deliver expert and costs effective solution for the different challenges our clients face.
• Prompt 'People' Are Our Best Asset

About the role

• Primary responsibility to action all job bookings and client queries received via telephone, email or through the Prompt system, ensuring that all information is accurately entered in the project and task prior to assigning to a staff member.
• Provide administrative support to Management team and staff when required. Including (but not limited to) diary and calendar coordination, coordination of system related issues, advise clients of job status updates, request additional information from clients etc.
• Manage switchboard, directing calls and taking messages when necessary. Manage call queue and call wait times as required.
• Monitor internal assignment of jobs for new tasks/project booking
• Manage and maintain Notepool and Waiting Stamping queue daily to ensure notes are followed up and completed jobs are certified and sent to clients.
• Project coordination, monitor and assist job flow to the team
• Manage and maintain note pool.
• Process online payment from clients when required
• Responsible for report writing (directed by management), including dictaphone typing for site inspection reports and any other company reporting requirements.
• Monitor/ coordinate quality control systems with documented procedures for soil technicians/ engineers as required.
• Regularly maintain vehicle maintenance records and coordinate vehicle and equipment servicing.
• Organise regional sampling with clients and monitor Lab progress.
• Respond to site related queries and direct site technical questions as required.
• Create new users and companies, and amend client specific information in the system when requested.
• Other administrative duties as required.

Benefits and perks

• Work / life balance
• Flexible and with great family supports
• Opportunities to grow and develop with a vibrant business
• Free parking or easy access to public transport

Skills and experience

Essentials:

• Good working knowledge of corporate administration practices
• Great verbal and written communication skills
• Understanding of administrative document management processes
• Advanced MS Office (Outlook, Word, Excel) skills
• Strong computer skills and understanding of systems (IT & Corporate)

Desirable:

• Minimum of 3 years in a similar role
• Ability to deal with busy, high pressure situations
• Good procedural development/ creation
• Confidence in communicating on all levels
• Good time management skills