Administration Assistant
Core
Provide administrative support to the service department, handling invoicing, job requests, and inventory management for industrial refrigeration solutions.
Role type
Administration Assistant
Builds
Industrial refrigeration solutions for mining, chemical processing, food, and beverage clients
Domain
Industrial refrigeration and maintenance services
Deliverable
client delivery
Required skills
MS Office proficiency, time management, multitasking, data entry, invoice processing, inventory management, documentation maintenance
Preferred skills
customer service, proactive communication, team collaboration, process improvement
Technologies
Pronto (service management/inventory system), MS Office
Responsibilities
Answer incoming phone calls and assist with enquiries; Create and raise service job requests; Prepare and issue customer invoices; Complete accurate timecard data entry; Reconcile BOC accounts and follow up on gas bottle status; Generate purchase orders for service technicians; Maintain licence and training records, equipment maintenance logs, and ARCTICK licence documentation; Collate supporting documentation such as service reports and maintenance sheets; Maintain filing systems and records for the Melbourne office; Process goods returns in Pronto; Issue stock from the Pronto inventory warehouse to jobs; Assist in managing the Work in Progress (WIP) report; Raise picking slips from the GBI store; Communicate cost estimates to customers to obtain purchase orders.
Seniority
Individual Contributor, entry to mid-level