Receptionist & Administration Assistant

3 weeks ago

Keilor, Australia Breeze Group Labour Specialists Full time

**Breeze Group **is looking for a Receptionist/Administraiton Assistant for one of our valued clients.

The role will cover reception and administration duties to support communications with customers and stakeholders, intake and return systems, insurance claims, and efficient financial or administration functions within the business.

The role will initially be part time with potential of leading to full time.

**ESSENTIAL DUTIES AND RESPONSIBILITIES **include but not limited to the following and other duties may be assigned.

**Reception/Customer Liaison**:

- Answer, screen, and transfer inbound phone calls.
- Receive and direct customers and visitors.
- Provide documentation and assist clients to complete claim forms.
- Respond effectively to customer queries and direct them appropriately to resolve query.
- Handle requests for information and data from clients, staff, and relevant stakeholders.
- Maintain current information awareness on client cases and provide notifications and updates as required.
- Open, sort and distribute incoming correspondence - hard copy and soft copy.
- Represents the business to all stakeholders.
- Ensure phone and front reception duties meet customer and business requirements in terms of standard of information provided, timeliness and accuracy of response.
- Support ongoing customer contact during the delivery of repair services and claims process.
- Monitor and update customers on vehicle progress status.
- Schedule post repair inspections with customers.

**Administration**:

- Provide administrative support to ensure effective and efficient processing of claim files to optimize time frames and payments.
- Process new insurance claims notifications - Arrange vehicle assessments & general enquiries.
- Book in dates for assessment, repairs and notifies relevant parties of scheduled dates as required.
- Initiate customer claim files on quoting system.
- Provide information as relevant to customer enquiries and claims and/or vehicle repair processes/outcomes.
- Ensure ongoing customer contact during the delivery of repair services and claims processes.
- Reports any non-compliance for direction on action.
- Maintains a filing system standard for all financial and client documents; ensure the confidentiality and security of all financial and employee files. (Le: Parts, sub-contractor, claims &/or repair invoices.)
- Check cars in and out of workshop as required - vehicle intake and exit administration.
- Manages the hire/loan car operations of the business and ensures availability of cars as required by the business.
- Signs off on deliveries of business stationary and promotional materials stock inventory.
- Data entry and filing in line with directions and business requirements.
- Completion of errands and other duties as required.
- Ensures diary entry for assessment and repair dates in consultation with the Claims Manager.

**EDUCATION and/or EXPERIENCE**
- There are no mandatory qualifications for this position however a Certificate IV or above in business administration would be beneficial.
- Experience in a reception and administration function within a small business enterprise is required at minimum.
- Experience to develop practical computer literacy, accounting knowledge, organizational and general administrative skills such as filing and record keeping.
- Training or advanced skills in electronic financial management package(s) (Optional)

**Job Types**: Full-time, Part-time, Casual, Temp to perm

**Salary**: $26.00 - $28.00 per hour

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- MS Office: 1 year (preferred)
- Customer service: 1 year (preferred)
- Administration: 1 year (preferred)

Work Authorisation:

- Australia (preferred)

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