Admin Officer
• Dayshift
• Hybrid
About the Role
We are seeking an experienced and detail-oriented Virtual Assistant to support the day-to-day operations of our Plumbing Maintenance Company. This all-rounder role will require strong organizational skills, excellent communication, and the ability to think critically and innovate within the business processes. Initially you will
work closely with the Office Manager and Director and over time, transition to working independently and in conjunction with the Office Manager.
Key Responsibilities
• Job Management: Use Simpro to manage job tasks, create quotes, and oversee job completion.
• Job Scheduling: Scheduling technician
• Financial Reconciliation: Reconcile draft bills against purchase orders in Simpro and ensure accurate data entry and financial tracking.
• Timesheet and Job Cost Reconciliation: Reconcile timesheets and job cost centres in Simpro to ensure correct tracking of employee hours and job expenses.
• Customer Service: Respond to customer inquiries via telephone and email promptly and professionally.
• Internal Coordination: Liaise with internal field staff to coordinate tasks, ensuring seamless business operations.
• Quoting : Provide fixed price estimates as required from prebuild templates, Create and send Quotes from field technicians
• Process Creation: assist in documenting and creating processes and workflow documents
Detailed Position Description:
Position purpose: The Admin staff provides key daily support functions:
• Lease With Clients Commercial and Domestic via phone and email
• Work collaboratively with the Managing Director, Office Admin to support key functions of the business, specifically administration duties to support Sales, Marketing, Administration and Operations,
• Create documents detailing systems, processes, procedures, and workflows of business activities
• Assist with Project Management and Contract Administration tasks.
• Provide responsive and courteous support for clients, suppliers, sub-contractors, and field staff.
What we offer: We are keen to offer the right person:
• An interesting and varied role
• Training, including accredited and on-the-job, to encourage learning and career development
• An opportunity to work with a productive team and supportive manager, give and receive constructive
feedback and be rewarded for doing a great job
Main tasks
Operations:
• Promptly manage all enquiries to the business including phone calls and emails
• Allocate call and emails to the appropriate job system or person
• Assist in scheduling tasks, quotes and projects
• Update price lists and create catalogue items in Simpro
• Receipt purchase orders for jobs in Simpro
• Ensure all required job information has been entered into the job file and correct information has been provided by staff to enable invoicing to occur
• Order stock from suppliers
• Liaise with clients in relation to any job administration queries, booking queries and / or outstanding work
• Proofread service reports and input data in to invoice description
Sales:
• Setup and accurately create leads and customers and maintain these records in CRM system
• Enter leads and quotes into the Sales Pipeline system
• Generate reports for monthly quotes completed
• Generate report for monthly quotes accepted
Marketing:
• Assist with Active Campaign marketing automations including targeted e-news letters
• Assist with social media and website content creation and management such as uploading photos, video updates, blogs
Administration:
• Create documents detailing business systems, processes, procedures, and workflows using software programs Lucidchart and Vidstep
• Recommend and implement changes to improve business operating procedures
• Manage business data and filing, both electronic and physical records
• Assist in organising the MD calendar, booking appointments with clients, site inspections and quotes
• Update supplier and sub-contractor lists with relevant licenses, insurances, and Safe Work Method Statements (SWMS)
• Update vehicle, plant, and equipment maintenance and service records
• Maintain Staff and technician licensing Finance and Payroll
• Check employee payroll information in Simpro before Operations Manager sign off
• Assist staff to accurately record timesheets in a timely manner
• Assist with Debtor and Creditor management
• Assist the MD in updating the weekly cashflow forecast
Other Duties
• Fulfil other duties as required by management
Required qualities
• Professional, positive, courteous, and confident
• Punctual, enthusiastic, and reliable
• Clear oral and written communications and an active listener
• Pro-active and organised with strong planning and time management skills
• Ready to give and receive constructive feedback
• Happy to work independently and as part of a team
• Excellent attention to detail
• Initiative and tenacity
Experience
• Create documents detailing systems, processes, procedures, and workflows of business activities
• Microsoft Office suite (including Word, Outlook, and Excel), Adobe Acrobat
• Job management software such as Simpro or similar highly desirable
• Experience in Trade service business highly desirable
Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet’s recruiters via the firm’s business contact number or business email address.
