Office Administration & Customer Service

Permanent, long-term position. Immediate start.

We are an Events Industry based micro business looking for an experienced Office Administrator & Customer Service Assistant to support our Creative Team with day to day business and office operations.

If you are looking for:

• Small team culture
• A dynamic, busy and creative environment
• A role that values customer relationships and outstanding service
• A place to implement your incredible organisational and administrative skills
• People who appreciate your attention to detail and mild obsession with systems

Then this may be the perfect position for you.

You need to thrive in a fast-paced environment and genuinely seek to work with creative people who are passionate about what they do. This diverse role serves as the voice of our Event Design Agency, a first point of contact for inbound communications.

Full-time | Monday - Friday | 9am-5pm

Essential Criteria:

• Certificate in Business Administration or equivalent
• Relevant work experience (5 years +)
• Understanding of administrative functions and office practices
• Proven skills in filing and paperwork duties
• Proactive and flexible
• Ability to exercise initiative and discretion
• Highly proficient using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and accounting software
• Familiar with Adobe Creative Suite (InDesign, Photoshop, Illustrator)
• Exceptional attention to detail and accuracy focused
• Excellent time management and multi-tasking skills
• Experience managing databases
• Reliable, responsive and accountable
• Calm under pressure

What do you do?

• Provide administrative support to Account Manager and Directors
• Perform reception duties
• Deliver exceptional customer service
• Maintain a central point of contact and communication for the team
• Manage incoming emails and respond to customer enquiries in a timely manner
• Calendar and Email Coordination
• Completion of ‘Daily Tasks’ list which includes core day-to-day tasks such as entering supplier quotes, daily summaries, checking event information, writing JSAs, schedules and other event related documents.
• Implement and maintain JAK Creative's Procedure Manual
• Liaise with clients regarding event information such as key dates, venue details and contacts, installation dates and project specifications
• Report writing, document and spreadsheet preparation
• Data entry of event briefs
• Proof reading and editing of documents and presentations
• Manage CRM database & inventory management system
• Maintain the presentation of office and kitchen
• Co-ordination of couriers, mail and deliveries
• Manage electronic document and paper files following the current procedures
• Provide a central point of contact for facilities maintenance & technical issues
• OH&S administrator
• All general ad hoc duties as needed to support the team

What do you need?

To be successful in this role, you will need to be proactive and service oriented. Your outgoing personality will represent our brand and align with our business values. If you have an existing background or interest in the event industry this will be a real advantage as well as enjoying the dynamic of working with a small team.

You will also be able to demonstrate the following:

• Excellent communication and customer service skills (written and verbal)
• Strong attention to detail and accuracy (including spelling and grammar)
• Ability to deal with confidential information in a professional manner
• Reliable and stable work history
• Strong ability to multitask and prioritise effectively
• Ability to solve problems and demonstrate initiative
• Strong numeracy skills and technical acumen

You are:

• Personable and outgoing
• Collaborative and enjoy working with people in an open plan team environment
• A natural support person, especially to creatives
• Excited about being a part of a growing team and a business you can put your mark on and contribute to
• Proud of your position and take ownership of the role
• Driven to probe for additional information to solve problems
• Attracted to systems, emerging technology and procedures, keeping to schedules and demonstrating commitment to the team
• Willing to dive into and be a part of creative group conversations

Highly regarded additional Superpowers you should mention if applicable:

• Experience with Mailchimp, coordinating and delivering EDM Campaigns
• Competency with Instagram, LinkedIn and social media scheduling
• Passion for research via social media
• Appreciation for marketing and sales (your opinion will be sought)
• Any creative pursuits of your own

Other Attributes:

JAK Creative & Events was established 25 years ago, and its founders still run the business today. Core values of JAK Creative include; Commitment to creativity, design, fun, relationships and innovation. We pride ourselves on maintaining long-term relationships with clients and suppliers alike by instilling our business with a commitment to exceptional service, relationships and integrity. JAK is committed to growth and up-skilling, investing the same commitment to our team as we do to our clients.

This role also includes:

• Team outings for group inspiration
• Regular allocation of hrs for personal development or training to up-skill your repertoire
• WFH flexibility option (2 days per week max.)
• On-the-job training including a handover period with the current Administrator
• Dumpling Fridays, yum!
• Opportunities to attend industry events

To be considered for this opportunity, you must possess a minimum of 4 years experience in a similar role. You are confident, polished and able to demonstrate exceptional communication and customer relationship skills. You must be available to start immediately.

Please note only applications with a cover letter and resume will be considered. Telephone applications will not be accepted.

Applicants that we select to interview will be contacted within 1 week of Application close date.

Only suitable applicants will be contacted.

Applications close 9am Monday, 3rd March 2025