Job Title: Administrative Assistant

Location: Southern Suburbs, Adelaide SA

Company: Breakout Heavy Diesel

Job Type: Part-Time, 20 hours per week.

About Us: Breakout Heavy Diesel is a part of a multifaceted group of businesses that operate within the Earthmoving Equipment industry. We provide earthmoving equipment services and repairs, offer equipment for hire, and sell a range of stock.

Job Summary: The Administrative Assistant will provide comprehensive administrative support to ensure the efficient operation of the office. This role requires excellent organisational skills, attention to detail, and the ability to prioritise and multitask. You will display initiative and be able to work autonomously.

Necessary skills: Proficiency in Microsoft Office and Google Suite (Word, Excel, Gmail, Google Drive, Google Sheets).

Key Responsibilities:

• Customer Service Responsibilities: Greet and assist customers both in-person and through phone and email communications. Handle order processing and facilitate over-the-counter (OTC) sales transactions. Manage payments efficiently using EFTPOS systems and oversee invoicing through Xero.
• Email Management: Oversee and organise email inbox, ensuring timely responses and effective management of incoming and outgoing correspondence.
• Accounts: Enter invoices into Xero accurately and promptly. Reconcile and manage invoices across internal businesses, external customers, and suppliers, ensuring consistency and accuracy.
• Inventory Management: Book in stock and manage inventory levels to ensure optimal supply. Place orders for stock as needed and conduct weekly stock takes to maintain accuracy. Enter new stock lines into inventory databases and update records as necessary. Pick stock and pack for scheduled works or customer sales orders.
• Invoicing: Manage outgoing invoices, including on-charging parts, applying applicable service charges and matching purchase orders.
• WHS Systems: Oversee WHS systems and databases to ensure regulatory compliance and safety standards. Manage the restocking of first aid kits and ensure timely testing and tagging of equipment. Monitor and maintain fire extinguishers and other safety equipment. Manage and maintain our online WHS portal, ensuring it is up-to-date.
• Tracking Licences and Qualifications: Maintain a comprehensive register of staff licences and qualifications, ensuring all records are current and up-to-date. Monitor renewal dates and manage the compliance of required certifications.
• Marketing: Update and maintain the company website. Create email campaigns to communicate with the client base. Run social media ads to drive sales and increase brand visibility.
• Database Management: Update and maintain databases for various records, including hired equipment, and asset registers.
• Miscellaneous Office Tasks: Employee uniform order and track, manage office supplies, take minutes of quarterly staff meetings, manage and upload records to google drive. Schedule and track incoming and outgoing freight.

The following will be highly regarded:

Experience with Xero or similar software.

Experience using Mechanic Desk.

Experience with inventory management.

Experience in small business marketing, such as email blasts, google ads and social media ads.