Overview
Location: Mount Waverley, VIC – based on company operations
Salary: Competitive hourly rate based on experience
About All Essential Fire & Security (AEFS)
All Essential Fire & Security (AEFS) is your trusted fire protection specialist, serving as a one-stop shop for all fire safety needs. We provide comprehensive services, from supplying new fire extinguishers to designing and installing fully integrated fire protection systems, along with maintenance, emergency responses, and expert advisory support. Operating in the fire service industry, we help clients across sectors like healthcare, education, sports, and more meet their fire protection obligations with reliability and integrity. Our team is known for a strong work ethic, attention to detail, and a solutions-focused approach, as praised by long-term partners such as Deakin University and the Victoria Racing Club. Join us at AEFS (www.aefs.com.au) and contribute to keeping communities safe while supporting business growth.
The Role
We are seeking a detail-oriented and proactive Part-Time Administrative Assistant to join our admin team. Reporting directly to the Office Manager, you will play a key role in supporting daily operations in our dynamic fire service environment. This is an excellent opportunity for someone who thrives in a supportive team setting and enjoys handling a variety of administrative tasks.
Key Responsibilities
- Manage invoicing, including preparation, processing, and reconciliation.
- Handle customer portals for efficient data entry, updates, and queries.
- Oversee supplier portals to ensure smooth procurement and vendor communications.
- Coordinate customer purchase order (PO) management, from receipt to fulfillment.
- Prepare and distribute financial statements.
- Conduct follow-up calls to debtors to ensure timely payments and resolve outstanding issues.
- Manage incoming and outgoing mail, including sorting, distribution, and tracking.
- Answer phone calls professionally, directing inquiries and providing initial support.
- Source and purchase stationery, office supplies, and other essentials as needed.
- Oversee uniform management, including ordering, inventory tracking, and distribution to staff.
What We're Looking For
- Previous experience in an administrative or office support role (experience in invoicing, customer service, or finance is a plus).
- Strong organizational skills with the ability to multitask in a fast-paced environment.
- Excellent communication skills for phone interactions and follow-ups.
- Proficiency in Microsoft Office Suite (e.g., Word, Excel) and familiarity with online portals.
- A positive attitude, reliability, and the ability to work independently under the guidance of the Office Manager.
- Interest in the fire service industry is advantageous but not required – we provide training!
Why Join AEFS?
- Be part of a reputable company dedicated to fire safety and community protection.
- Flexible part-time hours to suit your lifestyle.
- Supportive team setting with opportunities for growth.
- Contribute to meaningful work in the fire protection sector.
If you're ready to bring your administrative expertise to a company that values integrity and excellence, apply now via Seek! We encourage applications from diverse backgrounds.
For more about us, visit www.aefs.com.au.
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