Administrator - Sydney, Australia

4 weeks ago

Sydney, Australia Hamilton Company Full time

Company Overview: Hamilton Company is a worldwide leader in the design and manufacture of manual, semi-automated and robotic products for precision fluid measuring. We specialize in the development, manufacturing and customization of precision measurement devices, automated liquid handling stations, and sample management systems. For more than 60 years, Hamilton has been satisfying customer needs by combining quality materials with skilled workmanship, ensuring the highest level of performance of every precision fluid measuring device we manufacture. Responsibilities:
The Administrator is responsible for providing a variety of services and support to the Hamilton Company Australian team. The incumbent will be responsible for ensuring the smooth operations of the office by efficiently and effectively performing clerical support tasks. Responsibilities will include preparing and processing documents, arranging meetings and appointments, monitoring and processing expenditures, answering calls and correspondence, handling the inventory and procurement of office supplies, and developing strategies to optimize office operations. The Administrator will work onsite in the Sydney, Australian office supporting the sales and service team. Specific responsibilities include, but are not limited to:

- Active participation in office management, including handling general clerical tasks.
- Support the Logistics, Support Services, Sales, and Applications team.
- Ensure meeting spaces are properly requisitioned ahead of schedule.
- Manage office equipment, supplies, and ordering of new equipment and supplies as needed.
- Assist accounting department by providing and managing invoices, payments, and receipts.
- Represent department managers or other senior-level officers in meetings, including taking notes and recordings as needed.
- Process purchase requisitions as requested/needed.
- Provide support and coordinate with Hamilton Reno on new employee onboarding.
- Submit capital requests for new or existing employee laptop computers.
- Booking and arranging travel, transport, and lodging for employees and customers.
- Manage demo inventory, including instrumentation and associated parts.
- Add new users to Resource Center and Sharepoint.
- Maintain department territory maps and phone list.
- Organize travel to customer meetings at the Reno headquarters including meal planning, travel accommodations, and conference room bookings.
- Ship literature for sales and outside distributors.
- Coordinate annual order of Hamilton shirts for field apps/sales personnel.
- Maintain licensing lists and renewals for Robotics: Linked in Navigator, Pluralsight, etc.
- Other duties as assigned.

Logistics responsibilities include, but are not limited to:

- Place purchase orders (Hamilton, Hamilton Storage and third-party vendors).
- Track instruments, accessories, consumables, and service parts.
- Keep track of sales list.
- Create quotations.
- Manage customer orders and provide customer order confirmations.
- Place orders with Hamilton Reno.
- Issue invoices and delivery notes to customers.
- Sendi shipping instruction to 3PL supplier.
- Process received invoices (check and payment request to third party accounting firm).
- Maintain inventory count (3PL Supplier and office).
- Monthly reporting to third Party Accounting Firm and Hamilton Reno (submitting inventory list, sales report etc.)
- Monthly reporting of sales, service sales, and costs to managers.
- Check payment status from customers.
- Maintain updated price list.
- Issue project codes and registration in third party accounting firm.
- Coordinate tool calibration (RMA request and shipment).
- Process service contract renewals.
- Support exhibitions (sending invitations, etc.)
- Register time sheets and absences with third party accounting firm.
- General clerical work and other duties as assigned.

Qualifications:

- Fluent in English (written and verbal).
- Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel.
- Comfortable multitasking and handling multiple requests from different individuals and departments.
- Ability to work quickly and in a potentially high stress environment.
- Strong communication skills and extremely self-motivated when managing communication channels.
- Highly organized and capable of creating organizational systems that others easily utilize.
- Previous experience with common office equipment, such as modern phone systems, fax and copy machines.

Education/Experience:

- Two (2) year degree or above or specialized school degree in Finance or English.
- Minimum 5-years of experience working in an administrative/clerical field.
- Logistics and accounting experience.
- Experience dealing with customers and distributors.
- Experience working for dealers, manufacturers, or distributors for foreign companies.

About Hamilton:

- Diverse portfolio of exciting and innovative design projects
- Tremendous opportunities for profession

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