AddressJob Description
Position Overview
Perform a variety of highly responsible and complex receptionist, book keeping and administrative support duties as well as some assisting with the coordination of day-to-day office and customer goods dispatch operations and procurement.
Typical work activities
· Front desk reception
· Answer and handle all incoming phone calls and chats from online platforms professionally and in a timely manner
· Answer and handle all incoming social media enquiries including website messages and Medlaser.com.au and lodging the information into CRM system.
· Assist managers and directors as and when requested
· Book keeping duties in XERO or CRM such as data entry creation of supplier cards, inputting invoice and order details
· Word Processing: Using MS Office software, including Word, PowerPoint and Excel, prepare a full range of correspondence, from rough draft, transcription, dictated notes, proofread for content; edits using knowledge of grammar, punctuation and spelling.
· Assisting in recording, collating and delivering to management reports, time sheets, and basic cost allocation data.
· Filing: organise and maintain files (including confidential files);
· Maintaining, updating and reviewing manuals, policies and procedures and workflows.
· Keeping track of all equipment rental accounts for direct debiting, invoicing, end of term etc.
· Correspondence: Compose letters, memoranda, and other documents
· Processing: Screens letters, memos, reports and other materials to determine action required; may make recommendations to supervisor
· Meetings: Assist in preparing meeting agenda, attending meetings and taking meeting minutes
· Personal Secretary: Arranges and coordinates meetings including venue, materials such as stationary, literature and other items as requested
· Prepares & update expense accounts; makes travel arrangements.
· Timely preparation of customer invoices and follow up on payments.
· Timely database management and data entry
· Timely maintenance and update CRM software
· Maintain and update action plans
· Timely picking and packing of customer orders within required time frame
· Assisting with inventory management
· Courier booking and co-ordination
· Assist with basic document preparation an creation such as templates company documents and, the use of Adobe PhotoShop software is preferred.
· Managing client expectations and responding to all clients and new enquiries in a timely manner and within the required response time.
· Provide exceptional customer service
· Plan and efficiently manage time to assure maximum productivity
· Represent the company professionally, honestly and ethically
Additional requirements
· Candidate must be PC literate.
· Intermediate to advanced Microsoft Word, Excel and PowerPoint are essential.
· Experience in XERO and Zoho preferred.
· This role will require you to occasionally lift packages 5 - 10 kilograms
· Excellent report writing, grammar and communication skills and be capable of working in a highly confidential environment.
· Excellent IT and organisational skills are essential.
· Candidate must demonstrate maturity in handling difficult and stressful situations.
· Candidate must be able to work in a team-style setting.
· Candidate needs to be highly organised, detail oriented and able to effectively manage their time.
· Must have proven ability to work independently with little or no supervision.
· Must be flexible, well organised and goal orientated.
· Must be well resented and have excellent communication and interpersonal skills.
Expected Start Date: ASAP
Job Types: Full-time, Permanent
