Executive Assistant

6 days ago

Mudgee, Australia beBeeAdministrative Full time $90,000 - $120,000

The role of the Office Manager plays a critical part in ensuring smooth day-to-day functions across administration, finance, logistics, and customer service.

Key Responsibilities:
  • Oversee end-to-end management of company accounts using Xero, including accounts payable and receivable, bank reconciliation, payroll processing and employee entitlements.
  • Monitor cash flow and forecast financial outcomes
  • Prepare and manage monthly budgets, financial summaries, and job profitability reports
  • Liaise with an external accountant for BAS statements, PAYG and any other annual accounts and tax queries
  • Order stock materials based on job requirements
  • Process and track special/custom orders for specific jobs
  • Monitor stock levels and coordinate with production for upcoming work
  • Reconcile supplier invoices against purchase orders and delivery dockets
  • Assist the director with preparation of quotes
  • Perform roof take-offs using tools such as Roof Wizard
  • Gather and enter accurate information to ensure quotes reflect materials and labour needs
  • Maintain clear documentation of quote revisions and job variations
  • Front-of-house duties: answering phones, greeting visitors, handling walk-ins
  • Manage the main company email inbox—respond, forward, and escalate as needed
  • Maintain professional and timely communication with clients and suppliers
  • Provide regular updates on job progress, deliveries, and scheduling
  • Schedule and coordinate delivery of frames and trusses
  • Liaise with workshop staff, drivers, and clients to ensure timely dispatch and drop-off
  • Arrange transport logistics including truck or crane bookings when required
  • Use Trello for job tracking and workflow management
  • Enter and maintain accurate job information, updates, deadlines, and checklists in Trello
  • Support internal communication between detailers, workshop, and installers
  • Keep accurate records and digital filing of all job documentation
  • Support director with admin tasks, business compliance, and reporting
  • Assist with business development and implementation of systems and processes

Required skills and qualifications include strong organisational and time management skills, ability to work independently and as part of a team, excellent communication and interpersonal skills, proficiency in Microsoft Office Suite, particularly Excel and Word, experience with Xero accounting software, ability to learn new software and systems quickly, strong problem-solving and analytical skills, ability to multitask and prioritise tasks effectively, and a high level of attention to detail.

Benefits include a competitive salary package, opportunities for professional growth and development, a supportive and collaborative work environment, flexible working hours, and a comprehensive employee benefits program.

Others may be asked to perform additional duties as required by the role.

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