Office Administrator

Mission Statement:

Provides general administrative and clerical services on department/program/local Business Unit level.  In addition, the role is a primary point of contact for customers wanting to place and process orders directly or through third-party channels.  The role provides the service and administration necessary to process and initiate customer orders into production, track and own the process until delivery, and will support and engage internal and external stakeholders throughout the process, with strong customer focus in mind. 

You Responsibility:

• General Office Administration includes planning and implementing processes and projects that impact the entire office and/or specific departments including: Timesheets and Payroll Entry, Support for HR, travel, management reporting and other activities. Analyzing and projecting administration staffing needs.
• You will perform work associated with exports and logistics, planning, warehouse shipping & receiving, materials handling and transportation including as follows:
• You will be exporting related tasks such as providing quotes for sea & airfreight shipments, special requirement shipping like dangerous goods or over heights and extreme heavy loads.
• You will daily communication with freight forwarding companies overseas & domestic.
• You will liaise with customers/stakeholders domestic, and overseas in Asia, Middle East and Europe
• You will provide commercial documents such as commercial invoice, packing list, Certificate of origin, Warranty and letter of credit related documents, Quality certificates, SASO certification, SONCAP, and others as requested.
• You will be booking shipping containers and preparing all required documentation to meet Australian Border Force and all Australian Government requirements.
• You will be planning and organizing resources against shipping and dispatch schedules during busy periods and holidays to ensure services are maintained as required.
• You will be preparation of all documentation required to export to the USA, Canada and New Zealand Stakeholder engagement.
• You will be pointing of contact for customers wanting to place orders.
• You will be processing customers’ purchase orders and initiate execution with production planners.
• You will be supporting customers and maintaining strong and regular communication with them.
• You will be responding to client and supplier emails efficiently and professionally.
• You should get customer invoicing (internal and external platforms), credits, revenue forecasting and other financial tasks.
• You will be support and train other team members as needed.
• You will order confirmation, liaise with customers as well as with freight forwarders, shipping lines and overseas agencies or customs brokers.
• You will liaising with sales team, suppliers, stores team, production team to ensure delivery dates are achieved.
• You will be participating in staff meetings, sharing ideas and experience.
• Live the Hitachi Energy’s core values of safety, Quality, and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business.

You Background:

• Skills – Proficient with Office 365 suite of products, knowledge of SAP.
• Experience – 10 years in general administration and/or SCM preferred.
• Understand export compliance requirements.
• Understand Chain of Responsibility requirements for transport.