Administration Officer

3 days ago

Bayswater, Australia Top Notch Tree Surgeons Full time $60,000 - $80,000 per year

Top Notch Tree Surgeons is hiring a Full time Administration Officer role in Bayswater, WA. Apply now to be part of our team.

Job summary:
  • Looking for candidates available to work:
    • Monday: Morning, Afternoon
    • Tuesday: Morning, Afternoon
    • Wednesday: Morning, Afternoon
    • Thursday: Morning, Afternoon
    • Friday: Morning, Afternoon
  • 2-3 years of relevant work experience required for this role
  • Expected salary: $30 - $40 per hour

Job Responsibilities

  • Monitoring and responding to emails (operations and admin).

  • Answering and responding to phone calls.

  • Reconciliation, payroll, quotes/invoicing, and scheduling.

  • Follow-ups and liaising with clients.

  • Communication with crew, monitoring, and reporting crew and maintenance updates.

Additional Responsibilities

  1. Daily Tasks:

    • Monitor emails and phone calls for at least one hour daily.

    • Reconcile bank transactions each morning and close out transactions every Friday (including addressing missing receipts).

  2. Weekly Tasks:

    • Manage payroll for employees and contractors on Mondays and notify Lindsay of superannuation/tax savings amounts.

    • Monitor the budget closely and provide a report to the Director weekly, notifying of any potential losses immediately.

  3. Crew Management:

    • Ensure the crew signs onto the daily JHA in the morning and is familiar with their tasks (mandatory Take 5s and toolbox meetings each morning).

    • Collect and review crew reports, photos, and cash/receipts daily.

    • Remind the crew to clean and maintain chainsaws, vehicles, and machinery. Update maintenance records accordingly.

    • Address any breakdowns, client satisfaction issues, or crew morale concerns.

    • Conduct drug testing for crew members and ensure adherence to punctuality, uniform, and PPE requirements.

  4. Client and Job Coordination:

    • Follow up and send outstanding invoices daily upon job completion.

    • Send quotes promptly once drafted and finalized, and follow up as necessary.

    • Manage bookings and scheduling while ensuring clarity on tools, personnel, schedule, and job details with crew leaders and clients.

  5. Onboarding New Team Members:

    • Ensure all new employees and contractors complete necessary paperwork before starting, including signing contracts, completing medical questionnaires, and submitting copies of ID and qualifications/certificates.

  6. Reporting and Communication:

    • Maintain positive communication with crews and clients to ensure smooth operations.

    • Report urgent or important matters to the Director and delegate tasks as needed while ensuring the chain of command is followed.

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