Position Description

The Administration Assistant plays a key role in supporting the operations of Xpedite Plumbing & Gasfitting and CaraPlumb. The role ensures the delivery of high-quality, efficient, and proactive administrative support across the business. The Administration Assistant manages enquiries, coordinates scheduling, and maintains internal systems to deliver a professional and seamless client experience.

Duties & Responsibilities

Administrative Responsibilities

Answer phones and emails professionally and promptly

Log job enquiries and details accurately in ServiceM8

Use job templates and checklists for every call or enquiry

Communicate clearly with both team members and clients

Maintain and organise job records and digital filing systems

Upload and label receipts, invoices, and documents

Support scheduling by grouping jobs by area and purpose

Follow up on quotes and unpaid invoices

Assist with social media or marketing when required

Liaise with suppliers for material follow-ups and deliveries

Track vehicle servicing and equipment maintenance

Bookkeeping Responsibilities

Process payroll for staff in line with company policies and compliance requirements

Accurately record and reconcile financial transactions (bank accounts, credit cards, Weel/Xero)

Monitor accounts receivable and payable, including supplier invoices and client payments

Prepare and maintain financial records to support BAS and tax reporting

Assist with budget tracking and reporting to management

Support the accountant with end-of-month and end-of-year processes

Behavioural Outputs

Take ownership of tasks and follow through to completion

Ensure accuracy and attention to detail in all admin tasks

Show initiative and commitment to growing the role

Work independently and as part of a collaborative team

Understand plumbing industry terminology and workflows

Represent the business professionally in all interactions

Deliver above-and-beyond customer service

Maintain confidentiality of client and business information

Be proficient with ServiceM8 and adaptable to change

Behavioural Inputs

Foster a respectful and inclusive workplace culture

Receive recognition and support from leadership

Work with clear direction, expectations, and deadlines

Be encouraged to share ideas and improve systems

Engage in ongoing development and training opportunities