Administration Assistant

Key Responsibilities:

Provide general administrative support, including answering phones, responding to emails, and managing documentation

Schedule and coordinate meetings, appointments, and logistics activities

Use Microsoft Excel to cross-reference data from multiple systems (e.g., Xero, TMS, internal databases) to ensure accuracy and consistency

Assist with accounts payable/receivable, invoicing, and reconciliations in Xero

Support transport/logistics processes using Transport Management Software (e.g., tracking deliveries, inputting jobs, updating schedules)

Ensure alignment of data between systems (e.g., delivery records vs. invoices, driver logs vs. client billing)

Prepare and maintain internal reports and registers

Maintain filing systems and ensure accurate documentation

Order office supplies and coordinate service providers as needed

Liaise with internal departments, clients, and suppliers as required

Requirements:

Proven experience as an Administrative Assistant, preferably in a logistics, transport, or trade environment

Advanced skills in Microsoft Excel, including data sorting, filtering, and cross-referencing

Working knowledge of Xero accounting software (or similar)

High attention to detail and accuracy in managing and comparing data

Excellent organizational and time management skills

Strong communication skills, both written and verbal

Ability to work independently and handle multiple tasks efficiently