Address
Form of work
SalaryReporting directly to the General Manager (Landscapes), the Administrator provides
comprehensive administrative support to the Landscapes Division team by facilitating client communication, coordinating with suppliers and vendors, assisting with preparing operational quotes, providing administrative support to management, supporting financial management of the division, and ensuring operational compliance.
SPECIFIC DUTIES AND RESPONSIBILITIES
The list of essential functions, as outlined here, is intended to be representative of the tasks performed. The omission of an essential function does not preclude the Managers from assigning duties not listed within this job description if such functions are a logical assignment to the position.
- Assist in maintaining clear and open communication with clients through various methods, such as meetings, emails, and phone calls. Support the team in promptly responding to client inquiries, addressing concerns, and providing regular updates on project progress.
- Provide support in the effective utilisation of the Facilities Maintenance system (Aroflo) for work task creation and allocation. Ensure accuracy and completeness of task information and assist in the assignment and tracking of tasks.
- Support the team in analysing client requirements and project specifications to facilitate the creation of comprehensive and accurate quotations. Assist in gathering relevant information, cost estimations, project descriptions, and Statements of Work (SOW).
- Assist in researching and engaging with suppliers to obtain competitive quotations for goods and services required for projects. Support the evaluation process based on cost, quality, and delivery timelines.
- Contribute to the timely approval of invoices and the implementation of an effective expense monitoring system. Assist in tracking costs against budgets, identifying discrepancies, and coordinating corrective actions as necessary.
- Support the issuance of clear and comprehensive purchase orders for subcontractors and materials procurement. Ensure accurate inclusion of essential details such as quantities, specifications, delivery dates, and terms of payment.
- Facilitate open communication and collaboration with customer teams, site supervisors, and subcontractors. Assist in addressing concerns promptly and maintaining positive working relationships.
- Contribute to the identification of areas for improvement in operational processes and performance. Support the gathering of feedback from internal teams, clients, and stakeholders, and assist in the implementation of continuous improvement initiatives.
- Assist in ensuring compliance with relevant regulations and customer requirements. Support the implementation and monitoring of administrative processes to adhere to standards and contribute to regular audits.
- Provide administrative support in the process of opening wholesale accounts. Coordinate with relevant parties to obtain necessary approvals efficiently and ensure compliance with organisational policies and external regulations.
- Assist in the compilation of comprehensive monthly reports, highlighting key performance indicators, project progress, financial metrics, and other relevant information. Support the tailoring of reports for internal stakeholders and clients.
- Contribute to the regular review and update of the organisation's data storage platform to ensure alignment with data security standards, compliance regulations, and internal policies. Assist in implementing measures to safeguard data integrity, accessibility, and confidentiality.
- Perform related administrative duties as required to support the effective functioning of the Landscapes Division.
- National Police Check.
- Willing to undergo a pre-employment medical.
- Previous experience in a similar operationally focused role.
- Formal qualifications or currently studying, such as a Diploma or Degree in a relevant discipline, will be highly regarded.
- Proficiency in office software such as Microsoft and Facilities Maintenance programs like Aroflo or similar.
- Strong communication skills
- Ability to multi-task, prioritise, and work under pressure.
- Proven ability to work collaboratively with cross-functional teams, site supervisors, subcontractors, and vendors to coordinate and execute projects efficiently.
- Experience in compiling and maintaining records
- Demonstrated ability to build and maintain strong relationships with clients, exceeding client expectations, and delivering exceptional service.
