Parr’s Heat Pump Centre is Southern Tasmania’s leading air conditioning retail outlet. With well over 45 proud years in the operation, our dedication to customer service and quality products means we have established ourselves as the trusted name in the industry. We’re looking for a dynamic, organised, tech-savvy administration assistant to be the frontline of our team! 

ROLE RESPONSIBILITIES

The main role of the administration assistant is to:

• Screen, refer and assist with telephone and public enquiries.
• Maintain and update our database of clients/quote allocation and appointment management.
• Provide administrative assistance to management and staff.
• Support the updating of the creditor/debtor system via telephone or showroom.
• Collect and receipt monies from clientele on the front desk or by telephone.
• File/storage of information.
• Create jobs when required, book-in for domestic and advise relevant business unit managers if commercial.
• Invoice all commercial maintenance, residential maintenance and warranty jobs and post on a daily basis if possible.
• Ensure Daikin warranty invoices are created at regular intervals via correct costing provided by Daikin.
• Work in conjunction with Daikin to ensure all warranty claims and paperwork is up to date.
• Order spare parts from relevant suppliers in relation to domestic and commercial repairs.
• Coordinate spare parts from suppliers with purchase orders, then receipt. Once the invoice has been received, file all relevant paperwork (domestic only).
• Ensure service/maintenance books, survey forms, delivery books, business cards, etc, are readily available.
• Ensure the front office remains clean and tidy and exercise duty of care in OH&S.

LOCATION AND HOURS

The administration assistant will operate from the J & A Parr Investments facility located in Derwent Park, Tasmania. Hours of work are Monday to Friday, 08:00 to 16:30. Additional hours may be required based upon client and management requests.

You will be provided with a vehicle for use within work relations and working hours.

REQUIRED ATTRIBUTES

To perform the roles identified and to achieve the necessary level of performance the accounts payable with IT Skills is expected to possess the following attributes:

• Qualifications
  • Completion of Year 12 and any other skill in relation to the works stated.
• Knowledge of and experience in:
  • Understanding of computer based programs.
  • An understanding of work practices.
  • Ability to adapt and learn quickly and put into practice.
• Technical skills
  • Understanding of customer service and satisfaction.
  • Proceed to learn to operate computer based business systems.
• Coordinating and monitoring
  • Manage the day to day operations of administration.
  • Coordinate and manage workloads in a timely accurate fashion.
  • Monitor progress against schedules and as required, re-organise and re-schedule works to meet required outcomes.
  • Monitor quality of work.
  • Ability to multitask.
• Communication
  • Undertake effective communications with staff.
  • Undertake effective communications with other current and potential clientele.
  • Prepare documentation and information that is easily understood and provides a basis for confident action.
  • Report clearly and efficiently to management and staff concerning relevant up and coming issues.
• Interpersonal
  • Ability to establish effective and professional relationships with clients and staff.
• Personal
  • Maintain a suitable clean, neat and tidy appearance with both clothing and personal hygiene.