Job Description / Requirements
This full time position will provide executive assistance to the Client, and will be a primary point of contact for the client’s business. The successful candidate will take the lead in organising the day to day activities of the business under the direction and guidance of the Client in areas such as office/staff management, sales enquiries, quote preparation & presentation, contracts administration, billing cycles, client liaison, managing debtors and creditors , monitoring & reporting on KPI’s etc.
You will be the ‘go-to’ person to resolve all manner of office functions to assist in the field operations. This is a busy and at times high-pressured environment which will suit someone who enjoys a challenging and demanding role.
Attention to detail, ability to resolve day to day issues, honesty and being self-motivated are some of the necessary attributes for this role.
Work will start immediately.
Position Environment:
This is a medium business specialising in crane hire, accommodations, and various investments throughout Central Queensland, Australia. This position provides an exciting opportunity for highly motivated, flexible individuals to work as part of a committed and outcomes-oriented team. The position environment will be dynamic with changing demands and emphasis as the business grows. The position will suit a team player who is adaptable, ready to learn new skills fast and prepared to assist across functions and step out-side job boundaries.
Major Accountabilities / Responsibilities:
Provide executive assistance to the Manager including:
• Diary management and time management through assessment of urgent requests, prioritising issues and exercise of appropriate responses and delegations;
• Management of correspondence and reports including the preparation of drafts and tracking correspondence and governance for a number of entities;
• Prepare and circulate agendas, meeting reports and minutes for high level meetings and discussions.
Supervise a range of company activities which support the operation of the business, including:
• Liaising with internal and external clients via chat, phone, and email.
• Liaise with external suppliers of services via chat, phone, and email.
• Receiving and servicing requests for information and enquiries and resolving issues as appropriate;
General office administration, receptionist performance and reception relief, and other HR matters as required;
• Implementation of policies and procedures;
• Maintaining & ensuring the integrity of specified databases and information records, data entry and preparation of reports;
• Preparation of standard correspondence;
Organise and coordinate meetings, travel and other events;
• Assisting with any administrative ad hoc duties when necessary;
• Interact and give directions with work force.
• Organise access/new inductions at work sites and coordinate renewal of existing inductions.
Selection Criteria:
• Knowledge and understanding of administrative responsibilities within a small-medium organisation
• Previous Office / supervision management experience including Executive Assistant experience
• Experience as an EA in the crane industry is a plus
• Experience in staff management/HR in a professional environment is a plus
• Demonstrated understanding of customer service principles and records management
• Highly competent user of MYOB, MS Office products including Word, Excel, Outlook, PowerPoint; intermediate to expert level of IT and systems knowledge.
• Excellent English written and verbal communication skills and demonstrated ability to prepare reports, meeting papers and records;
• Excellent time management, organisational and problem solving skills;
• Ability to step up as a team leader whilst working effectively as a team player, to apply a range of skills and to assist across functions in an evolving job context;
• Service oriented attitude, responsiveness and adaptability;
• Attention to detail and commitment to delivering high quality outcomes;
• Engaging and professional with strong interpersonal ability, including ability to manage conflict and to negotiate positive outcomes;
• Ability to exercise sound judgment and to take initiative along with capability to challenge current systems and implement new more simplified and user friendly systems.
• Must be willing to work with multi cultural workforce and clients
How to Apply
Kindly email your resume to mai.melgar@yourvirtualpeople.com.au with the subject line Virtual EA – Compliance Officer. Please make sure to include your contact number so we can text you the schedule and instructions for the initial interview.