The Role
GBI is seeking a dedicated and enthusiastic Administration Assistant to join our Sydney team. This is an exciting chance to be part of a supportive group with genuine career development prospects.
Key Responsibilities
* Provide administrative support to the service department, including service technicians.
* Answer incoming phone calls and assist with enquiries.
* Create and raise service job requests.
* Prepare and issue customer invoices on a regular basis.
* Complete accurate timecard data entry.
* Reconcile BOC accounts and follow up on gas bottle status.
* Generate purchase orders for service technicians and engineers.
* Provide backup support to service administrators and main reception when required.
* Contribute to the continuous improvement of internal systems and administrative processes.
* Develop Pronto Service "Training Module" documentation.
* Maintain licence and training records, equipment maintenance logs, and ARCTICK licence documentation.
* Collate supporting documentation such as service reports and maintenance sheets.
* Maintain filing systems and records for the Melbourne office.
* Request customer purchase orders before sending information to accounts.
* Communicate cost estimates to customers to obtain purchase orders prior to invoicing.
* Receipt purchase orders into the system.
* Process goods returns in Pronto (supplier credits).
* Assist in managing the Work in Progress (WIP) report.
* Raise picking slips from the GBI store in Pronto.
* Issue stock from the Pronto inventory warehouse to jobs.
About You
* Previous administration experience in a similar position.
* Strong customer service skills and a service oriented mindset.
* A collaborative, team-focused approach.
* Proficiency with MS Office.
* Excellent written and verbal communication skills.
* Professionalism, initiative, and proactiveness.
* Strong time management and prioritisation abilities.
* The ability to build positive relationships with both employees and customers.
* Multitasking capability and confidence meeting deadlines.
* A self‐motivated attitude and eagerness to learn.
Only applicants with current working rights in Australia will be considered.
Please note: Pre employment checks—including reference checks, medical assessment, criminal record check, and drug & alcohol testing—form part of our recruitment process.
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