Administration Officer

2 weeks ago

Waratah West, New South Wales, Australia GWG Recruitment Full time

We're on the lookout for a proactive and detail-oriented Invoicing Administration Officer to join our client in Newcastle West. This is a permanent, full-time position supporting the smooth operation of the business through high-quality administrative, invoicing, and systems support while maintaining a professional front-of-house presence.

Reporting to the Directors, the Administration Officer works closely with all departments and plays a key role in invoicing, financial administration, and office coordination. The position requires a high level of discretion, organisation, and professionalism, with flexibility to assist across a broad range of administrative functions.

Key Responsibilities

Duties may include, but are not limited to:

  • Client and visitor reception and general front-of-house duties
  • Managing incoming and outgoing correspondence, mail, and couriers
  • Invoicing, time costing, debtor follow-up, and banking of payments
  • Operating and maintaining practice management systems (including invoicing, reporting, training, and data integrity checks)
  • Input into external accounting systems and undertaking reconciliations
  • Filing, scanning, document management, and record maintenance
  • Typing, formatting, dictation, and diary/calendar management
  • Monitoring generic email accounts and maintaining registers
  • Supporting contracts administration and insurance renewals
  • Assisting with audits, integrated management systems, and compliance activities
  • Supporting HR administration including inductions, personnel records, leave processing, and workers' compensation claims
  • General administrative support as directed by the Directors

Skills, Experience & Attributes

  • No formal qualifications required
  • Strong organisational and time management skills
  • Ability to work independently and as part of a team
  • Willingness to learn new systems and procedures
  • High level of attention to detail and accuracy
  • Trustworthy, dependable, and punctual
  • Discretion when handling confidential information
  • Flexible and adaptable to changing priorities

As an equal opportunity employer, we are committed to building inclusive and respectful workplaces, strengthened by diversity and encourage applications from First Nations Peoples, all genders, those from culturally diverse backgrounds, LGBTIQA+ community and people with disability, of all ages and backgrounds. We strive to provide a barrier free and equitable recruitment experience. If you do require an adjustment during the recruitment process, please contact your consultant via the phone number or email above.

If you are a skilled Invoicing Administration Officer looking for your next opportunity, we encourage you to apply now.

Apply now or for a confidential discussion, please contact Lucy Lowe on

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