Reception and Administrative Assistant

Position Description

Position Title: Reception and Administrative Assistant

Location: Pakenham, VIC

Department: Administration

Employment Type: Permanent, Full-Time

Salary Range: $60,000 to $70,000 + Superannuation (depending on experience)

Working Hours: Monday to Friday, 8:00 AM – 4:30 PM (with reasonable flexibility)

Introduction to MFI Automotive Group

MFI Automotive Group is a leading Australian manufacturer and upfitter of specialist vehicles, delivering tailored solutions to emergency services, fleet, and commercial customers nationwide. With operations at Pakenham and Laverton North, we are committed to innovation, safety, and operational excellence in everything we do.

Position Summary

The Reception and Administration Assistant is a key person in supporting day-to-day operations and ensuring the smooth running of our front office and administrative processes. Your role will be diverse and fast-paced, requiring a proactive approach and strong communication skills.

This responsibilities of the role will vary based on the individuals' skills and willingness to learn and develop further.

Key Responsibilities

Reception and Administration Support.

• General administrative support to the team and management
• Invoicing, receipting, and basic accounts support
• Processing customer bookings and service orders
• Allocating bank deposits to customer invoices
• Ensuring all staff kitchen supplies are maintained to keep the staff happy
• Manage the cleaning contractors and other office maintenance contractors
• Filing, document control, and other ad-hoc admin tasks
• Assist with bulk communication using on-line tools

Process & System Management

• Ensure all customer records are accurately maintained in the system.
• Ensure all supplier records are accurately maintained in the system.
• Archive records where required, conduct cleansing of data on a regular basis
• Use Microsoft Office 365 (Excel, Outlook, Teams, Word) for reporting, communication, and documentation.
• Support continuous process improvements to enhance procurement efficiency and accuracy.

General

• Undertake other duties as assigned by the Executive Management Team
• Participate in or contribute to projects or process improvement initiatives.
• Comply with all MFI Policies and Procedures.
• Cultivate a safe working environment.

Other Areas - the role will have responsibilities to other teams of the business where administrative support is required. This will be dependent on your existing experience, training and skills or where you would like to develop further. These include:

• Finance and Payroll
• Work Health and Safety
• Purchasing

The choice will be yours

Key Skills & Qualifications

Essential

• Minimum 2 years' experience in a similar role is required.
• Strong communication skills and customer support focus.
• Willingness to support other areas of the business.
• Excellent problem-solving skills and attention to detail.
• Microsoft Office product experience, particularly - Outlook, Excel & Word
• Friendly and approachable personality, you are the face and voice of MFI Automotive Group

Desirable

• Business Administration Certificate
• Bookkeeping or Accounting Certificates
• MYOB EXO Business system working knowledge
• WHS exposure or working knowledge

Why Join Us?

At MFI Automotive Group, you'll be part of a team that designs and builds specialist vehicles that make a difference. You will:

• Collaborate with a team of passionate people dedicated to producing a quality product that services many communities around Australia.
• Enjoy a supportive workplace culture with opportunities for career growth and development.
• Your choice of focus for the additional responsibilities Finance and Payroll, WHS or Purchasing, or even a combination