Administrative Assistant

Position Summary

The Operations & Administrative Coordinator will provide essential high-level support while acting as the central hub for logistics, inventory management, and technician scheduling. This hybrid role requires exceptional organisational skills, tech fluency (specifically with platforms like HaloPSA), and the ability to efficiently manage both administrative tasks and the physical flow of client assets and equipment.

Key Responsibilities

Operations Coordination & Scheduling

• Manage and maintain the complex scheduling of Field Technicians and Engineers, liaising with clients and internal managers via Microsoft Teams and phone to confirm availabilities and book appointments.
• Utilise the HaloPSA platform (or similar Professional Services Automation/Ticketing system) to track, update, and manage the status of technician dispatches and client jobs.
• Serve as the first administrative escalation point for client or internal concerns regarding service delivery, scheduling, or operational issues before involving senior stakeholders.
• Proactively communicate scheduling changes, delays, and confirmations to clients, ensuring transparency and high customer satisfaction.

Logistics and Warehouse Duties (New Focus)

• Manage all aspects of Return Merchandise Authorizations (RMAs): initiating requests, tracking replacements, preparing equipment for shipment, and coordinating with vendors and clients.
• Oversee all incoming and outgoing deliveries: sign for packages, inspect shipments, unpack, and verify contents against purchase orders.
• Perform packing and dispatch duties for client equipment, ensuring all items are securely packaged and labeled for transit.
• Maintain the organisation and inventory accuracy of the small in-house warehouse/storage area, ensuring assets are properly logged upon arrival and departure.
• Coordinate the timely staging of equipment (laptops, servers, peripherals) required for technician installation appointments.

Executive Support & Administrative Tasks

• Manage the Outlook calendar for key stakeholders, including scheduling appointments, managing meeting requests, and coordinating travel (if applicable).
• Draft, proofread, and prepare professional correspondence, reports, and presentations using Microsoft Office applications.
• Process expense reports, invoices, and purchase orders, ensuring timely and accurate submission.
• Maintain and organize digital files, documents, and records within internal platforms (SharePoint, Teams).

Required Qualifications and Skills

• Experience:
• 2+ years of experience in a role requiring a blend of administrative support, coordination, and inventory/logistics management.
• Proven experience managing complex scheduling and operational flow.
• Technical Proficiency (Critical):
• High-level proficiency in the Microsoft 365 suite (Outlook, Teams, Word, Excel).
• Demonstrated ability to quickly learn and operate specialised business platforms, with familiarity with PSA or Ticketing Systems (e.g., HaloPSA, ConnectWise) being a significant advantage.
• Physical & Logistics Skills:
• Physically able to lift and move packages (up to 20 kg) and stand for periods to manage warehouse tasks.
• Experience with basic inventory tracking and preparing items for shipping/receiving.
• Soft Skills:
• Exceptional organization and attention to detail for both scheduling and inventory accuracy.
• Strong autonomy and initiative to manage multiple responsibilities effectively.
• Excellent verbal and written communication skills; professional phone etiquette is mandatory.

Desirable Qualifications (Bonus Points)

• Previous experience specifically within an IT, Managed Service Provider (MSP), or logistics environment.
• Knowledge of standard shipping procedures and courier coordination.

Job Type: Full-time

Pay: $49,894.00 – $85,600.32 per year

Work Location: In person