Administration Assistant

at Tubman Heating Limited
Location Auckland, New Zealand
Date Posted October 15, 2021
Category Admin and Clerical
Job Type Full-time
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Administration Assistant Tubman Heating Limited location Auckland.

Our privately owned business has a vacancy for a star administrator to help out for 40 hours a week at our branch in Rosedale, Auckland which reports directly to the Commercial Manager.

Duties will include reports directly to Commercial Manager. Cover Co-ordinator role when on leave. Cover Senior Accounts Administrator when on leave. Expert in Microsoft Office 365 (word, excel, powerpoint, sharepoint, teams, forms). Introduce new technology and efficient ways to update company digitally. Check, post to job and process timesheets in SBO.

Monitor GPS’s weekly in SBO to comply with timesheets and FBT personal use restrictions. Follow up on errant debtors when required including client purchase order numbers. Recurring jobs; maintain, report and champion. Update client contact information in SBO. Organize and maintain assets for customers in SBO; enter new assets from commissioning reports and archive decommissioned assets.

Updating and maintaining expiry spreadsheet which includes updating & scheduling site/online inductions. Schedule all training courses. Updating & Maintaining drivers licenses, authorization cards, Tubman ID’s and passports to compliant standards. Update expiry dates for calibrating analysers in calendar and spreadsheet; remind technician to get calibrated; File certificates. Schedule all Life Care Health Checks.

Organize and implement police vetting for all Technicians. Schedule to fix damaged vehicles and prioritize spare vehicle. Technicians can go get quotes themselves for damages then get approval by Commercial Manager. Handle all supply only jobs in SBO from start to finish. Handle all water testing jobs in SBO from start to finish. Type service reports & commissioning reports; email and file.

Organize sign in sheet, food and meeting minutes for staff meeting; file meeting minutes. All vehicle administration; Rego, RUC, WOF, servicing, monthly vehicle inspection sheets, quotes, claims, etc. Purchase general office expenses (milk, tea, coffee, sugar, toilet paper, toilet spray, batteries, drinking water etc) via online delivery. Purchase stationery and hygiene products online. Handle all incoming packing slips & fuel receipts. A degree of versatility and willingness to help others is required in this role, an ability to work at tasks beyond the immediate details of the job description.

Along with your other outstanding administrative skills, we are looking for a team player who is organized, efficient, versatile, engaged, passionate and highly motivated with a commitment to service excellence. We are also looking for a candidate who is highly efficient and knowledgeable with computers, Microsoft Office 365 and new technology or software that could help the company be more efficient as growth occurs.

You will need excellent spoken and written English communication, Telephone manner. Excellent with Xero, Microsoft Windows, Office, Explorer and Outlook.  Knowledge of Smartbiz Online (SBO) would be an advantage. Quality conscious, with a high degree of attention to detail. Problem solving.  Able to follow up and escalate issues to senior staff when appropriate.

Benefits include Kiwisaver, Mobile phone, Subsidized health insurance, 50% subsidized income protection, terminal illness and group life insurance, Annual bonuses based on EBIT. Laptop and desk station. Christmas and mid-winter functions. Anniversary bonuses based on longevity.