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Back Office Assistant

2 weeks ago

Sydney, New South Wales, Australia NordiTube Full time $104,000 - $130,878 per year

About Us:

Norditube is a leading provider of innovative trenchless rehabilitation solutions across Australia and New Zealand. We specialize in cutting-edge technologies that repair and upgrade underground infrastructure with minimal surface disruption, saving time, money, and the environment. Our team is dedicated to delivering exceptional service and high-quality results for our clients in the municipal, industrial, and private sectors.

Join us in a supportive role that is critical to our operations and success.

Position Overview:

We are seeking a highly organized and proactive Back Office Administrator to join our dynamic team. This pivotal role supports our operational, sales, and project management teams by ensuring smooth and efficient back-office functions. The ideal candidate will be a meticulous multitasker with excellent communication skills, capable of managing a diverse range of responsibilities from project support to client liaison and administrative duties.

Key Responsibilities:

Project Management Support:

  • Assist project managers with the coordination and documentation of ongoing projects.
  • Prepare and maintain project documentation, including work packs, schedules, and progress reports.
  • Track project timelines and milestones, providing administrative follow-ups to ensure deadlines are met.
  • Facilitate communication between project teams, clients, and suppliers.

Customer Order Management:

  • Act as a key point of contact for customer inquiries and order updates.
  • Process customer orders accurately in the company system.
  • Manage the order-to-cash process, including issuing quotes, sales orders, and invoices.
  • Provide timely updates to clients on order status and delivery schedules.

Logistics and Customs Clearance:

  • Coordinate with freight forwarders and logistics providers to arrange shipments of equipment and materials, both domestically and internationally.
  • Prepare and manage shipping documentation (e.g., bills of lading, packing lists, certificates of origin).
  • Liaise with customs brokers to ensure smooth and timely clearance of imported goods.
  • Track shipments and update relevant internal teams on status.

Tender and Bid Preparation:

  • Provide administrative support for the preparation of tender and bid proposals.
  • Compile and format tender documents, ensuring all necessary forms and questionnaires are completed.
  • Coordinate the collection of required information from technical, commercial, and management teams.
  • Assist in the final production, packaging, and timely submission of bids.

General Administration:

  • Perform general office duties including managing phone calls, emails, and correspondence.
  • Maintain organized electronic and physical filing systems.
  • Order office supplies and manage inventory of marketing materials.
  • Provide support to senior management and other team members as required.

Qualifications and Experience:

  • Proven experience (2+ years) in an administrative, coordinator, or back-office support role.
  • Experience in project support, logistics, or a similar technical industry is highly advantageous.
  • Proficiency in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is essential.
  • Experience with CRM or project management software is a plus.
  • Strong understanding of logistics and customs processes is desirable.

Skills and Attributes:

  • Exceptional organizational and time-management skills with the ability to prioritize a varied workload.
  • Meticulous attention to detail and a commitment to accuracy.
  • Excellent written and verbal communication skills.
  • Strong problem-solving abilities and a proactive approach to tasks.
  • Ability to work effectively both independently and as part of a team.
  • High level of discretion and confidentiality.