ADMINISTRATION ROLE Communication Administrative professionals must have strong communication skills to complete their job duties in an effective manner. From answering the phones to writing emails to interacting with employees and managers, the professionals should be able to clearly and concisely relay information to others. Here are common administrative duties related to communication: • Professional and friendly telephone manner • Answering and transferring phone calls • Taking phone messages from clients • Sending emails to clients • Forwarding emails from clients to the appropriate recipient • Handling client concerns and complaints • Business correspondence • Greeting visitors in the office • Sending emails • Completing customer service tasks such as placing orders for customers and explaining products and services • Communicating with upper management • Communicating with other employees Scheduling Scheduling is another major component of an administrative professional’s work duties. Many administrative assistants are in charge of a manager’s or multiple managers’ work schedules and will need to be able to successfully organise and plan each person’s schedule in a way that’s effective and allows for everything to get done with sufficient amount of time for each item on the schedule. The following are the most common scheduling tasks an administrative employee may participate in: • Manage and coordinate multiple projects to ensure they are completed on time and on budget • Organise and plan project tasks and schedules • Manage tasks in accordance with the company standards • Communicate project status to stakeholders and key project participants • Stay aware of company goals and strategies to ensure projects align with business priorities • Facilitate and encourage collaboration across departments to ensure projects are completed successfully • Delegate work to team members based on skills and expertise • Optimise project deliverables, schedule, and budgeting • Work with proposal teams to develop cost estimates and project plans • Create presentations and reports to communicate project status • Keep the project team focused on the end goal • Scheduling appointments for clients • Scheduling appointments for supervisors and/or employers • Planning team or company-wide meetings • Booking travel itineraries for management, employees, or job candidates • Scheduling conference or meeting rooms for in-office meetings Organisation Organisation is a primary factor in many administrative assistant’s daily duties. These professionals must be able to successfully handle various appointments, calendars, meetings, and other events in an effective manner to ensure the office continues to run efficiently. Common administrative duties that fall under the category of organisation include: • Ensuring all jobs are entered into software correctly and allocated appropriately with relevant task reminders etc • Maintaining calendars for executives and upper management • Sorting through and delivering mail to the appropriate recipients in the office • Taking regular inventory of office supplies • Organizing office files in a way that can be easily accessed and understood by employees • Filing various documents both on the computer and in filing cabinets Computer/technology Most administrative professionals will regularly use a computer and various types of technology and software to complete their duties. They also need to know how to use several types of office equipment like printer and fax machines. Here are several administrative duties related to computers and technology: • Using programs from the Microsoft Office Suite, such as Word and PowerPoint • Using company programs relevant to project management such as Prime, Xero, BuildXact, other company portals • Maintaining office equipment including scanners, fax machines, printers, and telephones • Utilising publishing software such as WordPress to update the company’s website or blog • Ordering office supplies when the inventory is running low • Performing research online • Using billing and time software to input information for clients and/or employees • Dictating meeting notes • Preparing for online conferences using video conference software • Transcribing various forms of information and storing it in a computer-based file • Running various types of office machinery such as fax machines, copiers, and printers • Managing office documentation using computer-based documentation software Other administrative duties Additional administrative tasks an administrative professional may be responsible for include: • Completing research projects for upper management related to various issues such as competitors, regulations and laws, and details about professional associations • Maintaining social media accounts for the organisation • Helping with the departure of an employee such as by performing an exit interview • Gathering and organisation of paperwork on all employees • Updating internal organisation documents like employee handbooks • Sending out company-wide emails • Setting up meeting rooms for upcoming meetings REPAIR COORDINATOR ROLE An exciting opportunity has become available to join the team at Responsive Building, one of Queensland’s Premier Insurance Builders. This is a full-time Administrator/Repair Coordinator position that involves working Monday to Friday 8.30am – 5.00pm at our office in Hillcrest. We are seeking an experienced Administrator/Repair Coordinator that has a working background within the insurance/construction industry, is highly motivated and has excellent attention to detail skills. Responsibilities • Answer phone calls, management/action of emails • Data entry, process and manage insurance claims and applications • Meeting and maintaining KPIs • Liaise with customers, contractors, insurance companies, internal and external stakeholders • Book site assessments and management of calendars • Provide administrative support to Insurance Team • Assist with preparation of subcontract packages • Assist in drafting scope of works, procurement schedules, variations, work orders, processing insurance claims, coordinating site meetings and trades, managing jobs including scheduling and budgeting • General housekeeping duties within the office Qualifications/Skills • Insurance Industry knowledge/experience is a MUST • Computer/IT literate with previous administration experience required • Proficient in typing and Microsoft Office – Word, Excel, Outlook etc • Current Drivers Licence Attributes • Honest, reliable, hardworking, and respectful • Exceptional written and verbal communication and problem-solving skills • High attention to detail and time management skills • Strong work ethic with the ability to work autonomously and within a team • Ability to work within a fast paced environment Benefits • With a wide range of projects and vast areas of operation, you will have the opportunity to experience new challenges and advance your career within the Company as your skills progress. • We are an extremely family orientated business that understands the difficulties of balancing the family/work dynamic and we offer our support to make this situation work the best we can. If you wish to apply for this position, please submit your cover letter and resume via Seek. Please not apply if you do not have the experience listed above.