Job Summary
The Administration & Customer Service Assistant is responsible for providing comprehensive administrative, customer service, and operational support to the business. This role assists with email and calendar management, financial and accounts administration, customer enquiries, reporting, and general office support while ensuring efficient day-to-day operations. The successful candidate will possess excellent organisational skills, strong attention to detail, and the ability to manage multiple tasks while delivering exceptional service to both internal and external stakeholders.

Key Responsibilities

Administration & Executive Support
✓ Manage shared email inboxes and prioritise client enquiries.
✓ Prepare meeting agendas, minutes, reports, and presentations.
✓ Provide administrative support to the Director and General Manager.
✓ Maintain organised digital records and business documentation.
✓ Perform general administrative and office support tasks.

Financial & Accounts Administration
✓ Reconcile daily EFT, EFTPOS, and bank transactions.
✓ Match payments against bank statements and booking software.
✓ Assist with basic bookkeeping functions within Xero.
✓ Process receipts, invoices, expense claims, and business expenses.
✓ Support Accounts Payable, Accounts Receivable, and payroll administration.
✓ Maintain accurate accounting records for the external accountant.

Cash Flow, Reporting & Business Analysis
✓ Prepare daily cash flow, sales, and KPI reports.
✓ Monitor revenue against projected targets and assist with cash flow forecasting.
✓ Analyse business data using Microsoft Excel.
✓ Identify trends, discrepancies, and business improvement opportunities.
✓ Support management with business performance reporting.

Accounts Receivable & Customer Service
✓ Follow up outstanding invoices and resolve payment enquiries.
✓ Contact clients regarding appointments, annual inspections, and unpaid accounts.
✓ Record expected payment dates and support healthy cash flow.
✓ Promote preventative maintenance services and identify upselling opportunities.
✓ Deliver professional customer service and maintain positive client relationships.

**During busy periods, you may be required to support the Sales and Marketing team

Sales & Business Support
✓ Respond to customer enquiries and book appointments.
✓ Assist prospective clients and support overflow sales enquiries.
✓ Help convert enquiries into bookings.
✓ Assist with insurance quotations, CRM management, supplier coordination, purchasing, procurement, business development, research, and project coordination.

Marketing Support
✓ Respond to Google reviews.
✓ Update website content and photo galleries.
✓ Assist with social media content and marketing campaigns.
✓ Support the company’s online branding initiatives.

Technical Support
✓ Provide first-level support for Microsoft Office applications, Excel, email, file management, and cloud storage.
✓ Assist with basic computer troubleshooting before escalating technical issues.

Qualifications

Essential
✓ Excellent written and spoken English communication skills.
✓ Strong organisational and time management skills.
✓ High attention to detail.
✓ Strong customer service skills and professional telephone manner.
✓ Intermediate Microsoft Excel skills.
✓ Good working knowledge of Microsoft Office applications.
✓ Ability to multitask, prioritise work, and work independently.
✓ High level of integrity, confidentiality, reliability, and self-motivation.

Desirable
✓ Experience with Xero.
✓ Basic bookkeeping knowledge.
✓ Accounts administration experience.
✓ Sales and customer service experience.
✓ CRM experience.
✓ Marketing exposure.
✓ Business reporting experience.
✓ Experience working remotely.
✓ Process improvement mindset.

As this role supports a growing business, it encompasses a broad range of responsibilities. Candidates are not expected to possess experience in every area listed.

The ideal candidate demonstrates a willingness to learn, curiosity, reliability, adaptability, and a commitment to continuous improvement. A positive attitude and strong work ethic are valued equally alongside technical skills and experience.

Training and ongoing support will be provided where required, including areas such as Xero, sales support, marketing, finance, business operations, and other aspects of the role. Opportunities for professional development will be available based on business needs, individual interests, and demonstrated strengths.