Receptionist - Administration

3 days ago

Port Macquarie, New South Wales, Australia Port Plumbing Full time $60,000 - $80,000 per year

General Summary
We are seeking a highly organised, self-motivated, and hardworking Administration Officer to support the daily operations of our Port Plumbing office. This role is essential in keeping our office and business running smoothly and efficiently, with responsibilities that include managing schedules, and coordinating communication. The successful candidate will report to the Managing Director and work with minimal supervision, requiring excellent time management and multitasking skills.

You will be responsible for maintaining calendars for multiple plumbers, handling general administrative duties, and being a key point of contact for customers and visitors. Strong interpersonal skills, professionalism, and a friendly approach are essential, as this position is often the first point of contact for our clients.

Key Responsibilities (include but are not limited to):

  • Act as the first point of contact for incoming phone calls and greeting customers or visitors to the office

  • Perform general administrative duties such as document preparation, data entry, and filing

  • Provide administrative support to internal staff, including the Director.

  • Liaise with site staff, suppliers, subcontractors, real estate agents, and strata managers

  • Process and manage work orders, job scheduling, and workflow coordination

  • Assist in preparing quotes, invoices, and purchase orders

  • Organise and assist with materials for projects, including coordinating deliveries

  • Support stock management and maintain accurate inventory records

  • Maintain vehicle logs and staff registers

  • Perform basic accounts payable and receivable tasks

  • Update and uphold office policies and procedures

  • Ensure all work is conducted in compliance with company standards and applicable laws

To be successful in this role, you will have:

  • A professional phone manner with strong verbal and written communication skills

  • The ability to work efficiently under pressure and manage multiple tasks

  • Excellent organisational skills and strong attention to detail

  • A proactive, customer-focused approach and a positive "can-do" attitude

  • The ability to work independently and collaboratively as part of a team

  • Good problem-solving skills and the initiative to anticipate needs

  • Proficiency with Microsoft Office and Google Workspace (preferred)

  • Experience with ServiceM8 (advantageous)

  • Previous experience in the plumbing or trades industry (advantageous)

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