Remote Administration Assistant  

The Administration Assistant is responsible for the smooth running of the systems and processes including, but not limited to; documentation management, filing, emailing, database management, all aspects of online client and project communication, team communication and support, finance administration and support. That includes online customer service, administration, quality, accuracy and timeliness of projects.

There is a strong emphasis on ensuring that all tasks are completed accurately, on time, within budget and to the appropriate standard.

A commitment to customer service, positive company culture and high standards of professionalism are what make us stand apart.

Key outcomes:

• Successful delivery of all tasks projects (on time, in full and in budget)

• Key clients report high levels of customer satisfaction

• Customer service levels are consistently high

• Staff report high levels of job satisfaction

• All contact with the team is positive and professional and customer focused

• Productivity and profitability targets are achieved

Office Administration

• Managing all internal online communications and systems

• Filing and management of all documents

• Scanning and filing of documents

• Carrying out all research as required

• Managing and maintaining all CRM and contact lists

Project Administration

• Lead management

• Quote preparation and follow up

• Co-ordination of site visits

• Database administration – ensuring integrity, quality and efficiency

• Preparation and distribution of meeting minutes

• Preparation and distribution of forms for project management projects

• Ensuring Sharepoint and Dropbox filing is up to date

• Finalising projects and emailing to clients

• Client follow up and care

• QS support as required

Finance Administration

• Invoicing projects

• Managing and following up outstanding debtors

• Ensuring Customer and Supplier Database is up to date

• Accurate loading of bills into Accounting Programme

• Accounting support as required

• Minimum of 2 years’ relevant experience with Office Administration, experience in a Construction and Engineering is a plus
• Must have an Adobe skill (creating, editing and conversion of file to pdf)
• Knowledge of basic bookkeeping and accounting
• Experience in invoicing clients
• Experience in using Xero accounting software is nice to have
• Must have a background in using Microsoft 365 and SharePoint
• A positive, optimistic disposition with strong interpersonal skills
• Self-motivated, independent and resourceful
• Must have an excellent communication skill