Office Administration & All Rounder

Position purpose

As the Office Administration all-rounder, you will be the first point of contact and go-to person for all administrative tasks whilst overseeing, organizing, and assisting the day-to-day operations of the office and warehouse. 

You will also provide administration records and maintain all relevant files from staff, clinets, stock and vehicle information.  

You will be responsible for ordering and assisting in distributing product inventory and equipment to and from the warehouse.

Your primary purpose is to support the General Manager in the smooth running of the company and daily operations of the Kols and Camsas Cleaning business activities.

Key Responsibilities 

Customer service-

• Answering the office phone and taking appropriate messages with all details from customers required.
• Passing on messages to the correct person with all appropriate details.
• Returning phone calls or emails promptly confirming booking details or making any follow-up of client enquiries.
• Checking all emails, assigning to, and responding where appropriate. 
• Passing on any urgent messages to the GM that needs prompt attention.
• Provide details regarding the services we provide. 

Office Administration-

• Maintaining the company CRM platform with current site addresses, access procedures, checklists, and schedules. Making additions or changes where necessary and notifying relevant staff
• Assisting management team by confirming and approving staff time entries and preparing the monthly accounts.
• Assisting the Manager in preparing and updating the checklist.
• Assisting Supervisors in arranging staff training, tracking site audits and follow-up actions.
• Preparing the annual ‘rise and fall’ letter for customers.
• Opening and sorting the mail, actioning as appropriate.
• Pass relevant information to the correct department. 

Bookkeeping / Accounting-

• Xero experience would be highly desirable but not essential. 

Warehouse Management-

• Managing the flow and warehousing of stocks
• Collating and attending to customer orders.
• Collating and attending to stock orders from cleaning staff.
• Ordering stock via XERO from appropriate suppliers
• Arrange for any equipment repairs where necessary.
• Liaise with Team leaders when orders need to be collected.

Record keeping-

• Ensure all details of customers and entered to computer and updated on our monthly accounts list with relevant details for the clean.
• File correctly hardcopy documents in filing cabinets and digital files in the company server.
• Keeping all staff, customers, and site files up to date with relevant information required and correctly filed.
• Keeping workplace policies and procedures updated as required. Print and bind copies ready for use.
• Keeping copies of regularly used documents and checklists printed ready for use.
• Maintain a register for staff who have white cards, WWVPC’s etc. and notification of renewals.
• Updating staff contact details if any changes are notified.

Workplace health & safety-

• Meeting third party compliance requirements, preparing and sending requisite WHS docs, insurance certificates, etc.
• Keeping insurance docs saved and ready to be sent to any relevant customers for their records.
• Preparing safety data sheets for products and ensure these are kept current on each site.
• Meeting third party compliance requirements, preparing and sending requisite WHS docs, insurance certificates, etc.
• Keeping insurance docs saved and ready to be sent to any relevant customers for their records.
• Preparing safety data sheets for products and ensure these are kept current on each site.

Essential Competencies:

• Have 2-4 years’ experience in a similar role.
• Be able to work in small business, autonomously and multi-tasking.
• Be team-focused, with a “can do” attitude.
• Be well organized, with an attention to detail.
• Solid IT & computer systems knowledge 
• Customer service focused: committed to providing exceptional customer service across all channels – written, phone and face-to-face.     

Desirable Competencies:

• Demonstrates company values and behaviors.
• Confident, assertive, and clear communicator
• Problem solver, flexible, able to adapt to new ways of working.
• Approachable and strong listening skills
• Good level of self-awareness and willingness to learn from feedback.

Essential Attributes:

• Professional approach.
• Ability to work under pressure.
• Problem solver
• Organizational and time management skills.
• Excellent attention to detail.
• Professional approach.
• Confident manner.
• Positive approach to change.
• Reliable, honest, and punctual.
• Interpersonal and listening skills.

Desirable Attributes:

• Analytical thinking.
• Initiative.
• Business awareness.
• Tenacity.
• Positive approach to change.

Essential Qualifications:

• Police Check
• Driver’s license.
• WWVP

Desirable Qualifications:

• Diploma in Business or administration management or higher
• First aid certificate. 

This role will be filled once a suitable candidate is found.

All applicants should email your resume and a two-page cover letter outlining your relevant experience's, career aspirations and why you feel you will be the right fit for this to our General Manager Directly at

*****@kolscamsas.com.au

Only shortlisted applicants will be contacted.