Construction Maintenance Admin at Commercial

Suit energetic admin looking for a fast paced role where no two days are the same

**About us**:
We are a Commercial Maintenance and Construction Company operating for 10 years but with over 3 decades of experience in the Melbourne market.

We service repeat clients with different commercial property portfolios completing both regular building and facility maintenance for retail, office and industrial properties as well as larger base building projects, alterations, extensions and refurbishments. We provide high volume emergency maintenance work to clients such as JLL, Knight Frank etc.

Our goal is to provide value for money, compliance and adherence to the strictest safety standards and top-quality work in the areas of: Building Maintenance; Painting & Plastering; Carpentry & Joinery; Flooring; Glazier Services; Mould Remediation; 24/7 Emergency Maintenance Services; Line marking; Concreting; Window Furnishings; Welding; Tiling and Fencing.

**What we’re looking for?**

An opportunity to be part of a growing business has become available for a full time permanent role. We are looking for a bright and enthusiastic administrator who has construction experience. You will direct, organize and control the various maintenance jobs and support the director to do larger works to ensure that jobs are completed. We are looking for someone who can embrace technology, enthusiastic and positive attitude to challenges, reliable, patience to work through tasks to achieve completion. We are growing rapidly and are looking to fill a full-time role. This is a Hybrid role meaning no traveling to an office everyday
- with 2-3 days work from home and 2-3 days a week required in the office in Narre Warren, Victoria.

We run most things primarily web/mobile based including job management, invoicing, bookkeeping, and correspondence so we are looking for someone who is technologically capable and can continue to run our business as digital/paperless. This position will require handling most of the day-to-day office duties to ensure the business can operate efficiently and effectively.

**Roles and responsibilities include**:

- Supporting the director while he is on site and dealing with clients with administration
- Ensure current processes and workflows are kept updated
- You will be supported by VA’s to get tasks completed
- Managing all quotes and work orders via job management software (bonus if you have ServiceM8 or similar job software experience)
- Ensuring effective commercial and risk management procedures - compliance
- Booking in urgent works
- Key point of contact for each client from quoting to completion
- Liaising and effectively communicating with consultants, subcontractors and all stakeholders.
- Paying subcontractors
- Experience with general accounting softwares is ideal
- Writing up quotes and invoices including working out costings
- Manage remote VA admin staff, to assist in the day to day completion of daily tasks
- Answering the 1300 number throughout the day, this is directed to your mobile
- Assisting with general administrative tasks
- Role is full-time Monday to Friday 8AM til 5PM with a 1 hour break

This diverse role will focus on accuracy, speed and collaboration to provide a first-rate customer experience.

**Personal Attributes & Experience**
- 2+ years’ experience in a Building/Administration role - Previous experience working with multiple trades or handling work orders issued by corporate clients is an advantage
- Ability to work in a very fast-paced admin environment, not easily flustered when the flow can be constantly interrupted
- Stakeholder Management experience eg: Consultants, Local Government, Builders and Subcontractors etc
- Commercially minded
- Able to manage **works end to end (quoting, invoicing, updating job management software and client portals)
- Systematic and detail oriented
- Driven, energetic, passionate, resilient
- Solid computer literacy, Embraces Technology
- Learner - is a lifelong learner - loves to learn new skills
- Self - directed/motivated, Initiative and creative problem solving skills
- Excellent communication and negotiation skills.
- Take ownership of your role - we want to see you succeed
- Strong service delivery and quality focus - high attention to detail
- Highly skilled time management, prioritising and organisational skills,
- Ability to multitask and manage multiple deadlines, including emergency and urgent works

**Benefits and Perks**
- Hybrid Role work from home role meaning no traveling to an office everyday - 2-3 days a week required in the office in Narre Warren
- A scope to build the role around the individual
- A supportive environment
- Be appreciated for your efforts
- Experience working with business owners directly, who are passionate about their business and your contributions

If this sounds like you and you are excited about a challenge and would love to work with someone who appreciates you then please apply This is a great