Administation Assistant

3 weeks ago

NewcastleMaitland, Australia Maxwell Apprentices Full time
Overview

Maxwell Recruitment & Training are currently seeking a proactive and highly organised Administration Officer to join our client's team at their office based in Gateshead, NSW. This is a full-time, permanent opportunity. The successful candidate will play a key role in supporting the day-to-day operations of a field service business by coordinating schedules, handling communications, and managing key administrative functions.

Responsibilities
  • Answering phone calls and emails
  • Scheduling service jobs and site visits using Microsoft Teams and job management software
  • Liaising with clients and technicians to coordinate appointments
  • Ordering parts from suppliers and allocating them to staff
  • Receiving deliveries and managing inventory allocation
Xero accounting tasks
  • Daily bank reconciliations
  • Creating purchase orders as instructed
  • Sending invoices and following up with clients on quotes
  • Managing aged receivables and payables
  • Entering supplier invoices
Additional duties
  • Maintaining up-to-date records of vehicle registrations, insurance, and staff licences
  • Coordinating the weekly payroll and monthly toolbox talks
  • Assisting the Service Supervisor with the on-call roster
  • General office housekeeping
Requirements

To be successful in this role, you will need:

  • Proven experience in administration or a similar scheduling/coordination role
  • Proficiency with Microsoft Teams and Xero (or similar software)
  • Strong attention to detail and time management skills
  • Excellent verbal and written communication abilities
  • Confidence working independently and within a small team environment
Benefits
  • Permanent, full-time role with stability
  • Hours of work 8am–3:30pm
  • Air-conditioned office with kitchen, private bathrooms, and a shower
  • Supportive and down-to-earth team environment
  • On-the-job training provided

If interested and you believe you meet the above requirements, please apply using the links below or email your resume to


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