Administrative Assistant

If you are looking for a diverse and challenging position then come and join our progressive team in a company that is always looking to expand and develop.  Our company is 100% family owned and based in Hawthorn East, Victoria and is an industry leader in Security Monitoring, Sales, Installations and Service.

Reporting mainly to the Finance Manager and Chief Operational Officer your role will be multi-faceted. Your tasks will concentrate, in the majority, on integral revenue support functions while also providing some daily assistance to other departments as required. One important area you will be expected to assist with is the Service Dispatch role which you will occupy and manage during any planned or unplanned absences of the Service Dispatcher.

As a Client Service Officer, you will be expected to provide a high quality of customer service in responding promptly and effectively to client enquiries, investigating and resolving escalations, liaising between the company’s clients, current and potential, and the technical team members to schedule jobs, raise invoices and complete any other designated/related tasks. You will also be supporting the Sales team in the area of business and project development.

Another creative aspect of your position is to assist department managers with the organisation of the well supported company functions both for our team members and our valued clients such as Christmas get together and promotional events. For this an ability to produce material such as invitations/flyers/etc is required.

We have listed below your primary list of tasks which will include:

Administration:

• Support the accounts team in invoicing and month end
• Onboarding and Offboarding Clients
• Handling customer enquiries and customer service
• Organising and maintaining filing systems
• Administrative support tasks for Sales Department
• Provisioning of items such as stationary and uniforms
• General administrative tasks

Service Dispatch Continuity:

• Provide daily assistance to the Service Dispatcher and Service Department and provide continuity to Service Dispatch role during scheduled lunch breaks

  • Answering service phones

    • Booking service calls for clients as required
    • Taking detailed messages for Service Dispatcher to return
    • Confirming technicians’ job cards
    • Dispatching technicians’ next job

• Provide continuity to Service Dispatch role during planned or unplanned absences by Service Dispatcher

  • Requires the ability to completely manage Service Dispatch role in the absence of Service Dispatcher

  • Answering service phones

  • Manage service email inbox

  • Action all requests for service

    • Book jobs directly with client
    • Liaise with client to book job from emailed service request

  • Work with installation department to schedule jobs for service technicians

  • Manage service technician’s schedules

  • Dispatch service technician’s jobs

  • Confirm service technician’s completed job cards and convert to invoice

  • Manage regional and interstate service contractors

  • Weekly restocking of service vans

Key Attributes of Successful Applicant:

• Excellent telephone manner and communication skills
• Proven customer service skills with a customer focused attitude
• Ability to problem solve
• Accuracy, attention to detail and a retentive mind set
• Very strong computer skills including Office 365 with a willingness to learn new systems
• Ability to multi-task
• Ability to work in, and contribute to, team development
• Very good time management skills
• Good geographical knowledge of Melbourne Metropolitan area

If you have previously applied for this position, please do not re-apply. Only your first application will be considered.