Administration Assistant

What do we do?

Our vision is to enable our customers’ vital processes, which advance a more sustainable world. We supply turnkey solutions, fans, compressors, turbines, blowers, heat exchangers and silencers, as well as a comprehensive range of services including specialised engineering for air and gas handling, project management, equipment servicing and site management.

Howden Australia received an excellence award as an Employer of Choice for 2020 and 2021 Join our winning team today

Howden Australia has an immediate need for a motivated Administration Assistant to provide a wide range of administrative and office support services. This role reports to our Managing Director and is responsible for administrative tasks, incoming and outgoing mail, couriers, ordering of kitchen and office supplies, GRNI (goods received) process in AX, cash collection, all corporate travel management.

This is initially a casual position with a view to be made permanent.
- We will offer an attractive remuneration package, above average superannuation contributions, annual bonus, flexible working arrangements, reimbursement towards your health & fitness regime and a supportive culture._

What needs to be done?

More specifically, your responsibilities will include:

- Completing Goods Received Not Invoiced (GRNI) process in AX.
- Maintaining stationary cupboard and order kitchen, office supplies & stationery as requested.
- Manage all office-based events and team building exercises including catering, or restaurant bookings as required.
- Organising and scheduling appointments for the Executive Leadership team.
- Providing administrative support to the Executive Leadership team as required, including the reconciliation and submission of monthly credit card statements.
- Providing administrative support to the HR Operations Coordinator & Analyst relating to the development of casual contracts, contacting casual workforce to ensure the prompt return of signed contracts and supporting employment documentation as needed for payroll. Maintaining the contract status for casual crew lists for all outages for ease of reference.
- Responsible for all corporate related travel bookings and management, including booking flights, hire cars and accommodation via KDS Neo, or with AMEX GBT. Provision of itineraries and managing all travel changes, if required. Providing support with the visas (via our visa agent) and risk management processes as determined by Global processes guidelines. Monitor and ensure compliance with Howden’s Travel Policy and Procedures. Reconcile the centralised lodge credit card for all travel related costs each month.
- Responsible for the cash collection process over the course of the week. Extract the ‘open invoices’ report from AX, contacting debtors and agreeing payment dates, assisting the Sales Teams with chasing invoices and resolving invoice disputes. Generate a weekly debtors report for the Finance Team with the aim of achieving monthly KPIs relating to reducing overdue invoices and achieving revenue targets.
- Attending to occasional incoming calls and general enquiries and direct them to relevant people in an accurate and in a timely manner.
- Attending to guests in the office and ensure that their needs are addressed completely.
- Ensuring reception area and office is tidy and presentable.
- Distributing incoming mail and organise the postage of all outgoing mail.
- Managing all courier related bookings.
- Maintaining vendor and customer databases in AX and initiating new vendor request workflows as required.
- General office maintenance tasks and administration duties as required.

What do you need to bring?

It is fundamental that you present professionally and have demonstrated office administration experience. You’re comfortable working in an autonomous manner, whilst also being an enthusiastic team player, with the desire to help and support the team. You display excellent interpersonal skills, and you are confident communicating at all levels within the business.

You have high accuracy, advanced organizational and time management skills and the ability to handle multiple priorities. You will be comfortable performing repetitive administrations processes and tasks when required.

Skills and knowledge
- Higher School Certificate
- Understands the importance of privacy of information and can maintain strict confidentiality
- Knowledge of office management systems and procedures
- High proficiency in MS Office (MS Excel, MS Word, Outlook and PowerPoint)
- Ability to cope with pressure
- Attention to detail with problem solving skills
- Is resourceful and proactive and can troubleshoot when issues arise, particularly when managing event based logistics.
- Self-motivated
- Willingness to learn new systems in the business

The following would also be highly regarded:

- Certificate in Office Management

The advantages of working at Howden:
Worldwide business - Liaise with our colleagues in