Admin Support | AU account | WFH  

As an Admin Support, you will work within the business’s operations to focus on:

• Service Inbox management
• Contract Administration
• Debtors
• Consumables
• Other projects and administrative tasks

As an Admin Support, you will (daily):

• Handle quote requests (quotations to clients) and manage the admin process
• Handling phone calls effectively with politeness and in a professional manner, actioning the request from the caller
• Monitoring all emails coming into the Service Inbox and responding to queries, requests, complaints, and quote requests
• Filing of actioned emails so the Service Inbox remains up to date with current emails only
• Manage workflow and correspondence, prioritise tasks, and filter action items as they arise
• Call and coordinate with customers, suppliers, and other business entities
• Setting up systems, finalising service agreements, and contract startup
• Updating of contract start-up forms to include standard commencement times and conditions for Strata properties
• Uploading all remaining contract start-up forms
• Processing site/contract amendments (new, increasing, decreasing, cancelling, other)
• Organising documents, saving all related documents
• Being the point of contact for contractors and reporting issues to clients
• Manage communications across multiple systems (Salesforce, Xero, Excel, iAuditor, Outlook) to ensure that all required contract documents are completed and saved
• Manage outstanding debtors, completing weekly debtor reports, and liaising with clients for payments
• Order monthly consumables (raising Purchase Orders)
• Send invoices and reconciling transactions
• Assist with the site-up of all remaining sites to sign on-site
• Monitor actual hours per site per subcontractor and create weekly rolling reports for site hours vs budget hours
• Create needed forms for contractor inspection, logging inspections, photos, and actions required in Salesforce, and advise subcontractors on actions
• Perform data entry into the client’s systems and update company databases and spreadsheets, if required
• Creating documents, templates, proposals/presentations, as required
• Assist in marketing the client’s business, such as creating social media content, suggesting website improvements, updating website content, preparing newsletters, and helping in project management
• Perform other minor finance-related tasks, as required
• Carry out other duties that the client may request or instruct.

Clear is looking for an Admin Support to assist our client’s business (Australia-based) in a remote setup.

Role and Opportunity

Your new role is to provide a broad range of administrative support tasks in a work-from-home setup for an Australian-based client in running their day-to-day operations. The owners of the business need support to allow them to focus on growing their business, freeing them from routine tasks. This is a fast-paced environment - perfect for hard workers, quick learners, organised, client-focused, and people with excellent attention to detail.

This role fits a versatile professional who can switch between types of tasks and respond to the changing requirements of a given day autonomously. Ideal for a highly skilled talent who is motivated when given broad directions, taking full ownership of actions, results, and career growth.

• Proficient with Microsoft 365, especially Outlook and Excel
• Knowledgeable in various systems such as Salesforce, Xero and iAuditor
• Minimum 2-3 years’ work experience in an admin role
• At least 1-year call handling experience
• Willing to work for a minimum of 30 hours per week, maximum 32 hours/week

Having the following is an advantage, a PLUS (Preferred/Optional):

• Experience in handling Australian accounts
• Having a clear neutral accent

Required Attributes

• You are reliable with a mature disposition, delivering high-quality and professional services.
• You are an excellent conversationalist in English (verbal and written).
• You are technologically adept and highly trainable in new skills and software.
• You excel in multitasking and meeting strict deadlines.
• You perform your duties with minimal supervision and still produce outstanding results.
• You have absolute respect for confidentiality and sensitivity to information, with the flexibility to perform other relevant tasks as required by the client or management.