Administrative Assistant

7 days ago

Forrestdale, Australia H-E Parts International Mining Solutions Cooling Division Pty Ltd Full time

Description

JOB PURPOSE


To support the Operations and Management teams within the Branch and provide exceptional service to both internal and external customers.


ESSENTIAL FUNCTIONS

Operational Requirements

  • Answer incoming telephone calls and redirecting or taking and passing on messages,
  • Assist visitors to sign in to the premises using SINE Pro, if required,
  • Upload daily prestart meeting minutes to Helix and updating prestart forms as required,
  • Upload forklift and crane prestart forms to Helix weekly, and upload spraybooth prestart forms weekly and quarterly,
  • Process purchase orders, shipping confirmations and invoices from Ariba for Forrestdale operations,
  • Complete Strip and Quote forms, submit quotes and reports into Ariba for Kalgoorlie operations,
  • Update customer General Ledger and issue invoices to customers,
  • Receive maintenance and compliance reports, rename files and upload to Helix,
  • Order stationary and grocery supplies,
  • Order staff uniforms and liaise with Head Office to log orders in central register,
  • Process Eftpos payments and send to Accounts Receivable,
  • Make credit card payments,
  • Raise purchase orders and send to suppliers,
  • Assist Accounts Receivable with the allocation of unknown deposits,
  • Receive invoices, seek approval for payment, process, and return to Accounts Receivable,
  • Process manager credit card expense forms, obtain approval from managers, and issue to Financial Controller on a monthly basis,
  • Raise new supplier set up forms and send to Accounts Payable for action,
  • Coordinate Worksafe paperwork,
  • Make travel arrangements for managers as required,
  • Process timesheets for labour hire contractors,
  • Prepare documents for new employee inductions on the employee's first day,
  • File picking slips, delivery dockets and purchase orders in Quicklinks,
  • Check Forrestdale mailbox for mail and distribute,
  • Receipt goods, manage invoice approval, scan and save documents, and send copies to Accounts Receivable, in accordance with RF01 process,
  • Archive processed paperwork,
  • Manage front reception area and archive/storage area to ensure tidiness and coordinate access.

Quality and Auditing

  • Provide supporting documentation for audits.

Reporting and Records

  • Produce reports as required.

Compliance

  • Proactively follow and promote the company Core Values.

Strategic Projects

  • Actively contribute to, and participate in, the delivery of strategic initiatives and projects as required.

Safety

  • All employees must complete initial HEPI Induction Training.
  • Employees must adhere to all Health & Safety, Environmental and Quality policies, procedures, and other work practices established by HEPI or governed authorities.
  • Avoid any activity that creates or poses a serious hazard to themselves or others while working for HEPI.
  • Immediately bring any safety concern to your supervisor, or others designated by departmental procedures. If any employee believes that performing an assigned work task or activity may pose a serious risk to life or health or noncompliant, discuss the issue immediately and directly with your supervisor.
  • Prior to operating any equipment supplied by HEPI, employees are to be adequately trained, equipped, monitored, evaluated, and guided as appropriate, to comply with established policies, standards, and procedures.

COMPETENCIES

Business and Technical Systems:

  • Competent with MS Office suite.

Academic and Trade Qualifications:

  • Between 13 years' experience in a similar role.

Work Experience:

  • Excellent face to face and telephone manner.
  • Proficient in data entry and management.
  • Exposure and understanding of business operations.
  • Able to plan, develop and maintain electronic and paperbased filing systems.
  • Previous experience working in mining / manufacturing industry (preferred).

Personal Qualities and Behavioural Traits:

  • Outstanding communication skills adaptable for different clients and various levels of employees.
  • Absolute discretion in dealing with confidential matters.
  • Ability to work both independently and as a team member.
  • Attention to detail and accuracy.
  • Able to maintain electronic and paperbased filing systems.

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