Description:
Job Title: Administrative Assistant
Location: Carrum Downs, VIC
Salary: $60,000 to $70,000 + super
Working Arrangements: 5 days in-office, on-site
About Innov8tive Services:
Innov8tive Services is a leading provider of electrical, data, security, CCTV, and access control services. Established in 2011, we have built a strong reputation in the commercial contracting market with over five decades of collective experience in the industry. Our team of skilled professionals delivers superior service across a diverse range of sectors, including commercial, domestic, and industrial projects. With a national presence and a commitment to innovation, we provide exceptional security integration and technological expertise to our clients.
Position Overview:
We are seeking an organized and proactive Administrative Assistant to join our growing team in Carrum Downs, VIC. The ideal candidate will support our operations by performing various administrative tasks, ensuring smooth office operations, and contributing to the overall efficiency of the business. You will play a key role in supporting internal teams and ensuring that clients' needs are met with professionalism and attention to detail.
Key Responsibilities:
- Manage day-to-day office operations, including coordinating service and maintenance visits and schedules.
- Prepare and maintain documents, reports, and presentations for internal and external stakeholders.
- Assist with project management tasks, including tracking timelines, preparing progress reports, and communicating with clients and suppliers.
- Handle incoming calls, emails, and correspondence, providing exceptional customer service.
- Coordinate and manage office supplies, ensuring efficient use and timely restocking.
- Support the finance team with basic invoicing, billing, and financial recordkeeping.
- Organize and maintain filing systems, both digital and physical, ensuring all information is up-to-date and easily accessible.
- Assist in onboarding new employees and supporting HR functions as required.
- Provide administrative support to senior management and other departments as needed.
- Assist with scheduling and organizing meetings, including preparing agendas and taking minutes.
- Ensure compliance with company policies and procedures, maintaining confidentiality at all times.
- Coordinate scheduling for service and maintenance calls.
- Manage documentation, including service reports and client communications.
- Assist with the preparation of quotes and invoices.
- Ensure all records are up to date in simPRO.
- Provide general support to the service and maintenance team.
Skills & Qualifications:
- Proven experience as an administrative assistant or in a similar role.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Ability to work independently and as part of a team in a fast-paced environment.
- Exceptional attention to detail and problem-solving abilities.
- Familiarity with basic accounting and invoicing processes is a plus.
- Previous experience in the construction or technical services industry is an advantage.
- A proactive attitude, with a strong sense of initiative and responsibility.
What We Offer:
- Salary: $60,000 to $70,000 + super
- Competitive salary and benefits.
- Opportunities for professional growth and development.
- A supportive and dynamic team environment.
- 5 days in-office, on-site work arrangements.
- The chance to work with a leading company in the electrical, data, and security services industry.