Administrative Assistant

Job Description

At Tech Help Direct, we owe our success to our people and processes, and the Administrative Assistant is the supportive force behind both. The ideal person for the job will be reliable, polite with patient phone skills, be a problem solver with excellent communication skills, and have impeccable attention to detail. He/she will have previous experience working in an office environment, scheduling appointments, performing administrative tasks, and providing support to co-workers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

Objectives of this Role

• Efficiently utilise our systems to maintain schedules for all team members, booking support tickets, calls and meetings.
• Be the first contact point as reception for visitors attending our head office.
• Accept deliveries and organise freight for items that are sent to clients.
• Support with invoicing approvals and accounts receivable.
• Maintain a clean office environment, ensuring the kitchen is tidy and rubbish is removed daily.
• Stock is allocated to projects and jobs as it is received.

Daily and monthly Responsibilities

• Operating our helpdesk software to efficiently allocate and schedule support tickets to the best Support Technician for the request.
• Provide front desk coverage, including managing a busy, multi-line phone system, greeting guests who enter the office, managing incoming/outgoing mail and shipments, and maintaining an organised, clean office environment.
• Maintain scheduled appointments for Support Technicians and liaise with clients if schedules run behind.
• Cross-check tickets with invoicing for Support Technicians to confirm that labour hours are being billed effectively.
• Provide direct administrative support to the Accounts & Administrative Manager and senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and messages.
• Be the first contact point for website enquiries/chats and sales leads, directing the conversation or scheduling a meeting with the best person to continue the discussion with the potential client.
• Oversee and order office supplies as required.

Required Skills and Qualifications

• High school diploma or equivalent
• Proven administrative experience
• Superb written and verbal communication skills
• Strong time-management skills and multitasking ability
• Proficient in Microsoft Office, with an aptitude to learn new software and systems

Preferred Qualifications

• University degree preferable
• Previous success in schedule management
• Experience with Xero accounting software
• Experience developing internal processes and filing systems
• Comfortable handling confidential information

Remuneration and Working Hours

The Administrative Assistant position is a part-time position with set hours from 8.30am to 2.30pm ( with 30 minutes break), Monday to Friday. Holidays and personal/carer's leave are accrued as per the ratio of full-time hours. The hourly rate will be between $25.00 and $30.00 per hour (plus superannuation), depending on the skillset.