AddressSummary:
The Administration Officer is a vital role in all industries, responsible for providing efficient administrative support to ensure smooth operations. This position requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. The ideal candidate will possess excellent communication and problem-solving abilities, as well as a strong work ethic.
Responsibilities:
Compliance
▪ Ensure accurate data entry into WFM and actioning changes such as Job Manager/Client Manager requests;
▪ Credit checks when required;
▪ Review & contribute to Trello boards ensuring they are relevant and up to date; and ▪ Regular audit of folders and filing (Directors, Technicians and Admin) to ensure folder system maintenance – technical and admin.
Finance/Accounts Management (Report to CEO/Office Manager)
• Client Management:
- Respond to client enquiries; and
- Support team with client account enquiries as required.
▪ Daily reconciliation of accounts;
▪ Client enquiries;
▪ Invoicing support to team;
▪ Receipt management for Directors;
▪ Accounts Payable Management;
▪ Aged Receivables Management:
- Identify problem clients and ensure regular contact to get outstanding invoices paid; - Chase AR clients with the help of the team; and
- Hold weekly meetings with each Director to confirm process of chasing clients.
▪ Job cost management for team:
- Ensure all costs are added to the relevant job in WFM; and
- Regular audits to ensure costs are being charged on at invoicing time.
▪ Supplier management
▪ Review and update relevant insurance certificates; and
▪ Manage and oversee leases.
IT Management (reporting to Office Manager)
▪ Support to the team regarding any technical requirements;
▪ IT system admin; and
▪ Software and hardware management – ensuring within budget.
Personnel & Recruitment (Reporting to Personnel Manager)
▪ Assist with management of recruitment:
- Deal with recruiters, attend 1st round interviews if/where required, schedule interviews, present recruitment as part of management meeting; and
- Assist Director Group/Personnel Manager/CEO in business plan/strategy around recruitment. ▪ Assist preparation of employee contracts (Personnel and Office Manager input as required); ▪ Organise calendar and content along with Office Manager in regards to staff surveys; ▪ Organise annual reviews and quarterly catchups;
▪ Management of staff leave:
- To offer support to Admin, Directors and Payroll;
- Updating staff leave calendar and Xero; and
- Track and monitor staff leave.
▪ Attend annual reviews as required;
▪ Provide advice on staff management i.e. performance management;
▪ Provide input to monthly Wrap presentation;
▪ Assist Office Manager with onboarding of new staff; and
▪ Induct new staff on internal processes such as Invoice and Fee proposal process, Trello, WFM etc.
HH has a strong commitment to business compliance. We require all employees to comply with our: ▪ Code of conduct;
▪ Company policies; and
▪ Laws, regulations, and ethical conduct standards.
