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  Provide administrative and clerical support to ensure efficient operational & client communications.
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  Maintain and update records, files, and databases with accuracy and confidentiality.
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  Assist in booking & processing accommodation & logistics.
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  Support internal teams with data entry and accounts receivable & payable processes.
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  Communicate with clients/suppliers and internal team for efficient completion of jobs & follow-up
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  Ensure compliance with company policies and procedures in all administrative tasks.
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  Contribute to process improvements to enhance efficiency and productivity.

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  External Contacts:

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  Clients
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  Suppliers
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  Sub-contractors

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  Internal Contacts:

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  Team members

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  Manage and maintain office records, files, and databases with accuracy and confidentiality.
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  Handle incoming and outgoing emails, directing inquiries as needed.
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  Assist in booking accommodation & logistics.
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  Prepare documents, reports, and presentations as required.
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  Assist in the coordination of vehicle fleet maintenance.
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  Maintenance and invoicing of Monthly Client Prepayment Agreements
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  Maintain sub-contract insurance and compliance database
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  Maintain Asset Databases for Major client groups
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  Follow-up Debtors in accordance with guidelines
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  Attend Operational & Sales Meetings transcribe Notes and record key actions and update task tracker and follow-up on action items post-meeting

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  Perform data entry, document formatting, and record-keeping tasks.
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  Process daily technician timesheets in a timely manner
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  Perform daily check on job completion status and coordinate next steps
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  Update Asset servicing data in an accurate and timely manner.
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  Process accommodation invoices
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  Create Maintenance Contracts for forward servicing works.
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  Complete Job Finalisation tasks including Fitout photos digital filing.
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  Update Client database and supplier database
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  Assist with Safety documentation for client
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  Maintain up-to-date and organized digital filing systems.

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  Update job status for client communication after attendance at site
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  Client communication for job status updates and requesting Purchase Order Numbers from clients
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  Perform Quote follow-up process in accordance with guidelines
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  Follow-up outstanding purchase orders to obtain ETA and advise client and internal team on timelines
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  Collect client feedback, testimonials and google reviews
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  Draft internal communications, notices, and memos as directed.
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  Report weekly to your manager
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  Provide support to management and clients by addressing ad-hoc requests as needed

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  Identify and implement improvements to accounting processes for efficiency and accuracy.
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  Assist in developing administrative procedures and reviewing policies as required.
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  Complete activities in line with documented business processes and procedures and ensure that workflows are followed and up to date.
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  Identify and implement changes to processes and systems with the goal of increasing productivity and reducing friction points.
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  Maintain diary and ensure all appointments, emails, and telephone calls are professionally attended to in a timely manner.
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  Ensure that maintenance of the client database and client records is consistently up to date and accurate
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  Achieve KPI Standards

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  Assist all Team Members to comply with the company's OH & S procedures.
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  Identify and report Safety Compliance issues in a timely manner as they arise.

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  Be actively involved in team meetings and record the details relevant to your department in diaries.
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  Maintain diary and ensure all appointments, emails, and telephone calls are professionally attended to in a timely manner
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  Carry out tasks efficiently while maintaining control, being organised, and precise to meet deadlines effectively.
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  Be flexible to the fast-changing nature of our business.

Requirements

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  Adherence to company's Culture Statement at all times. Serious breaches of these Rules will be reason for instant dismissal
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  The phone will be answered in accordance with the the company's phone procedure
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  You will be required to complete all tasks and goals set and it is your responsibility to ask for help if these are not being reached
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  Provide input into continuous improvement processes in the operational area
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  Be communicative and open to receive and provide help from the Team
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  Be open to learn how to improve skills
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  Attendance at Training Seminars and Team Meetings
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  At all times, you will be open and honest with Management and Team Members
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  Strong verbal and written communication skills to liaise with Clients, Suppliers and Team Members
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  Excellent computer skills and good working knowledge of the Microsoft Office suite of products
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  Proven attention to detail and ability to follow instructions and take direction
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  Ability to work autonomously
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  Maintain professional attitude and conduct at all times
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  Professional appearance and provide excellent customer service
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  Self-driven with the demonstrated ability to take ownership of tasks
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  Takes pride in producing work to the highest possible standards and has a commitment to performance excellence
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  Excellent analytical, organisational, time managing and prioritising skills

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  Learn the basics behind workshop solutions the company offers to our clients
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  Basic understanding of operational and parts procedures and processes
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  Building professional relationships with clients and suppliers

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  Proven ability to problem solve
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  Exceptional inter-personal skills
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  Proven team player
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  A willingness to learn new things
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  Strong customer service skills

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  The knowledge that you will be assisted in every way to help you fulfil your role as Administration Assistant
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  Open communication
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  The resources required to improve your ability to carry out your work
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  A united front and back-up when required
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  The belief that none of us are infallible and that when a mistake is made, that it is part of business, and if we learn from the experience and move on, we will always become stronger from overcoming the obstacle
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  That in all things you will be dealt with fairly
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  The assistance to help you grow and improve your knowledge in the role that you play in the team

Benefits

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  HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)
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  Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)
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  Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!