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About the Role

As an Administration Officer, you will report directly to the Office and Administration Supervisor and indirectly to the Office and Administration Manager. You will play a central role within the Administration Department by providing comprehensive administrative support and assistance to the Department and other areas of the business. You will also ensure that all business requirements are proficiently addressed to the highest standard to maintain the Capital Group’s (CG) corporate image.

Responsibilities

Accurately compile, highlight any identified anomalies to your Manager and publish the Daily Trading Summary before 12.00 pm each weekday.
Compile, identify and rectify any discrepancies in the Margin Report and publish before 12.00 pm each weekday.
Complete all End of Period processes accurately two business days after the 15th or end of month date.
Compile and email the Credit Note Analysis Report prior to starting Period End.
Compile and email the Client Period Summary Report to the State Manager, CEO and Office and Administration Manager the day after close off is complete, following the Client Period Summary SOP.
Complete all Determination End of Period processes accurately by close of business of Day 3 of each Determination period (excluding weekends).
Provide administrative support to the business.
Ensure all general office duties including filing, photocopying, printing etc. are attended to on a regular basis.
Maintain the business’ stationery and department supplies.
Ensure all data entry requirements are accurately completed without unnecessary delay and/or within the agreed timeframes set by your Manager.
Accurately process Credit Note Forms for the New South Wales business.
Collate and email approved supplier invoices to the Accounts Payable Department as required.
Generate, reconcile and distribute movie tickets to the client relations teams.
Complete all administrative tasks required to close off each period.
Process movie ticket reports.
Accurately enter and reconcile all approved Credit Note Forms into TPlus.
Conduct an ABN and GST check of all existing sub-contractors.
Check and clear internal accounts.
Complete all required administrative tasks as per the SOPs.
Be logged into the telephone system at all times (outside of ‘Make Busy and break times) and be available to accept overflow telephone calls from the Customer Service Department.
Effectively communicate with colleagues, particularly the Sales and Account Management Department, to efficiently resolve client issues, assist in expediting the payment process, and minimise clients’ bad debts and credits.
Ensure all correspondence between clients and colleagues are properly documented by including all necessary details in the relevant client’s financial notes in the TMS.
Ensure all client enquiries are addressed without unnecessary delay and, in any event, within 24 hours, and either completed or resolved in a timely manner, or escalated to the relevant Account Manager or Sales Representative as required.
Ensure a professional attitude is portrayed at all times.
Provide exceptional customer service to all clients.
Advocate both intra and inter co-operation of Departments.
Ensure written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous.
Notify your Manager if any additional training is required as soon as practicable.
Ensure compliance with the Capital Group’s Company Policies at all times.
Ensure compliance with the Work Health and Safety (“WH&S”) responsibilities.
Use work time and resources for work activities, by limiting personal telephone calls, internet browsing and mobile phone usage.
Attend Administration Department meetings as required.
Attend one on one meetings with your Manager as required.
Perform any reasonable tasks requested by your Manager, which may include overseeing the end of period close-off processes.
Cooperate with the Capital Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation.
Undertake all relevant training to carry out responsibilities in line with CG’s policies and procedures and legislative requirements.
Perform roles effectively to manage Chain of Responsibility (COR) risks, and ensure actions or inactions do not cause or contribute to road safety breaches.
Report any potential or actual breaches of CG policies and procedures immediately to their Manager.
Take reasonable care for own health and safety and the health and safety of other people.
Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.

Requirements

Must act within written group policies, procedures and operations manuals.
All decisions outside these parameters must be approved by your direct manager.
Must ensure that you meet the specified performance measures and Key Performance Indicators (KPI).

Skills

Data entry
Filing
Photocopying
Printing
Telephone system operation
Written communication
Verbal communication

Work Type

Full-Time

About the Company

Capital Transport and Logistics Group Pty Ltd