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Operations Assistant

1 month ago

Brisbane, Queensland, Australia SGS Full time
Job Description

We are seeking an experienced Operations Assistant to join our Brisbane branch. This is a full-time opportunity within our Training business that offers a chance to support a dynamic environment and contribute to our success.

Responsibilities include:

  1. Ensuring the office and training centre are well-organised and run smoothly, including coordinating training room allocations, arranging catering, and stocking refreshments and amenities.
  2. Coordinating and resolving office and training facility maintenance issues, escalating as necessary to ensure the facilities are always presentable, secure, and functional.
  3. Training Administration & Coordination – Overseeing the coordination of training activities, including enrolling participants, managing reschedules, and processing confirmations and invoices.
  4. Courseware & Materials Management – Maintaining and updating training materials, conducting stock checks, handling weekly shipments, and ensuring accurate material distribution to various locations.
  5. System Setup and Scheduling – Setting up courses accurately in the iLearn system, managing public course schedules, and maintaining trainer calendars to ensure optimal utilization.
  6. Handling customer enquiries, enrolments, and course changes – Responding to customer questions by phone, email, and in person at the front counter, providing advice, information, and assistance. Completing data entry in the iLearn System within 24 hours.
  7. Resolving issues and handling complaints – Acting as an escalation point for customer concerns related to public scheduled courses, working to negotiate successful outcomes and following up to ensure satisfaction.
  8. Supporting trainers on training days – Providing assistance as needed to ensure trainers have what they need, including answering questions, offering guidance, and addressing equipment or facility issues.
  9. Finance – Reconciling the iLearn system with BOSS Oracle as required.
  10. Supply management – Ensuring monthly stocktake and ordering of stationery & office supplies, among other tasks.

Qualifications

  1. Customer Service and Communication: Excellent customer service skills, effective verbal and written communication, and professional manner.
  2. Administration and Financial Skills: Working experience in an administration role, experience with accounts payable/receivable, order and invoice processing, and financial administration.
  3. Technical Proficiency: High computer proficiency, experience with Oracle Financials or similar ERP, MS Office Suite, and touch typing at 50+ WPM.
  4. Team and Time Management: Ability to lead small teams constructively, with strong time management and prioritization skills.

Estimated Salary Range: AU$60,000 - AU$80,000 per annum.