About the Business

We are a well-known leading maintenance company based in the Western Suburbs of Melbourne. Working with a number of government clients as well as big brands, we ensure safety, quality, and cost controls are maintained.

Our trade professionals consist of general maintenance workers, carpenters, plumbers, and electricians. We are committed to ensuring that the work completed for any business is of the highest quality and service.

About the Role

The role of Office Administration and Invoicing is responsible for providing administrative support to the business and contributing to delivering outstanding quality customer service by performing scheduling tasks as required.

You will be required to support the business to ensure completed jobs are followed through to invoicing with the correct requirements (such as hours, before and after photos, PO, quantity amount, client paperwork and their systems/portals, and service reports) are completed.

You will also be responsible for receiving incoming requests from customers via phone/email and working with the scheduler, co-ordinators and leads on scheduling and assigning the requests to the appropriate skilled labour. Clear verbal and written communication skills are vital to support the customer queries. It is essential to deliver outstanding customer service and exceed customer expectations.

This role will suit an individual who is proactive and can react quickly in a dynamic environment. You must be a team player as well as work autonomously. You are someone who takes pride in their work and has a can-do attitude, as well as a genuine interest in the company.

This is a fixed-term full-time position for 12 months, with a view to potentially extend.

Reporting to the the office co-ordinator, you must be able to:

• Process accounts and outgoing payments to clients.
• Perform day-to-day financial transactions, including verifying, classifying, computing, posting, and recording accounts payable data.
• Ensure invoices are entered daily and assigned to the correct Purchase Order.
• Answer incoming calls to assist customers with their queries and emails.
• Educate customers on our services and other areas of service.
• Action job requirements for invoicing using internal system Fergus as well as the clients' systems.
• Work with trade coordinators, leads and scheduler to assign job tasks to appropriate tradespeople based on skills and availability
• Track all scheduled work through to conclusion.
• Input invoices and complete data entry as required.
• Complete any assigned accounts receivable and payable tasks, account reconciliation.
• Liaise with suppliers and subcontractors for invoicing queries.
• Complete general administration duties such as filing (soft and hard copies), collating, photocopying, handling or distributing mail.
• Convey any issues and/or unresolved problems to the Director/s to ensure a high standard of customer service is achieved by the company.
• Provide support to the management team as required.

Skills & Experience

• 5+ years' experience in an invoicing and finance role.
• Minimum 5 years' experience in an office administration role.
• Experience in scheduling.
• Any recognized training certificates or qualifications (e.g., TAFE/Short courses).
• Exceptional administrative skills with the ability to multitask.
• Proactive and willing to go the extra mile to deliver outstanding customer service.
• Proficiency with Microsoft Office including Word, Excel, and Outlook.
• High-level communication and interpersonal skills.
• Advanced written and oral communication skills.
• Ability to work effectively as part of a team as well as independently.
• (Desirable) Understanding of requirements under the award.

If you believe you are the right fit for the role, we would like to hear from you!

Please include in your application your resume and a cover letter outlining 5 reasons why you are the best fit for this role.

Please note that only shortlisted candidates will be contacted.