We are seeking a highly organised and motivated Office Administrator to manage and support operations across multiple businesses.
Key Responsibilities
1. Customer and Enquiry Management:
o Answer phone calls and handle customer enquiries professionally and efficiently.
o Manage and track enquiries through the sales pipeline, ensuring timely follow-ups and resolution.
o Build and maintain strong relationships with clients and stakeholders.
2. Communication Management:
o Oversee and respond to emails promptly and professionally.
o Ensure effective communication between team members, clients, and stakeholders across all businesses.
o Act as a liaison to facilitate the smooth flow of information.
3. Reporting and Manager Engagement:
o Provide regular updates to the manager on all aspects of the business.
o Analyse enquiry trends and operational metrics to support decision-making.
o Prepare and present data-driven insights using Excel and other tools.
o Write detailed, accurate, and professional reports on various aspects of the business.
4. Accounting and Xero Management:
o Manage basic accounting tasks, such as invoicing, and account reconciliation using Xero.
o Liaise with the finance team or external accountants as required.
5. Office Administration:
o Perform general office administration duties, including scheduling, organising files, and maintaining warehouse supplies.
o Coordinate meetings, appointments, and travel arrangements as required.
o Ensure compliance with company policies and procedures.
6. Task and Time Management:
o Prioritise and manage multiple tasks across various businesses effectively.
o Ensure deadlines are met without compromising quality.
Required Skills and Qualifications
1. Communication:
o Excellent spoken and written communication skills.
o Strong negotiation and interpersonal abilities.
2. Organisational and Time Management:
o Exceptional time management and organisational skills.
o Ability to prioritise and multitask in a fast-paced environment.
3. Technical Proficiency:
o Familiarity with CRM systems or sales pipeline tools is an advantage.
o Advanced skills in Microsoft Excel for data analysis, reporting, and visualisation.
o Experience with Xero accounting software is essential.
4. Problem-Solving:
o Ability to think critically and solve problems independently.
5. Experience:
o Proven experience in a similar administrative role, particularly working across multiple businesses or portfolios.
o Previous experience with accounting or bookkeeping is highly regarded.
6. Education and Experience:
o Minimum 2-3 years of experience in office administration or a similar role.