About us

Shamrock Security Cleaning is the largest commercial carpet and window cleaning company in NSW with 50 plus employees based at Narellan.

The Position

The successful applicant would report directly to our Administration Manager. The role is a full time, Mon to Fri, 8:00am to 4:00pm position where the suitable candidate will be able to commence immediately.

The Administration Assistant: Quotes and Scheduled Works (SW) Claims is responsible for the scheduled carpet, window cleaning, optional and quoted works claims at Shamrock Security Cleaning. Using their strong organisational skills and attention to detail, the Administration Assistant prepares all relevant documents including invoices and sign offs which will subsequently be logged onto client portals or sent directly to the client.

Qualifications & experience

Excellent organisation and communication skills (written and verbal) with the capacity to manage several tasks or requests simultaneously

Proficiency in MS Office, Excel, Outlook

Excellent time management skills and the ability to prioritise work

Attention to detail and problem-solving skills

Experience in claims and invoicing, with possible experience with NSW Government Schools Facilities Management providers (preferred but not essential)

Good phone manner and ability to deal with people on all levels

Tasks & responsibilities

Preparing and processing claims: Scheduled carpet, window clean, optional cleans and quoted works

Ensure Sign Offs are correctly completed by technicians

Send all outstanding sign offs to the site following Timeline of Job Booking and Aroflo substatus procedures

Daily maintenance of all scheduled works and quoted tasks on Aroflo and the master schedule

Prepares, sends and tracks quotes initiated by the Business Development Manager and General Manager including any University Works, rugs and upholstery cleans

Once approved, responsible for correspondence between site and client to arrange dates and times of cleans

Responds to Quarterly Reports sent by clients

Supports Business Development Manager with the escalation of outstanding service reports

Being a point of contact for a range of staff and external stakeholders

Generate memos, emails and reports when appropriate

Respond to questions and requests for information via phone and email

Assists Reception/Booking Confirmations with receiving and making calls

Understands the implications of incorrect data and ensures information is current and up to date

Other tasks requested by Managers

Benefits

Positive small office environment

Minimal travel time