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Outsourced Administrator

Remote:

Full Remote

Contract:

Full time

Experience:

Mid-level (2-5 years)

Work from:

Australia

Offer summary

Qualifications:

4+ years as Virtual Assistant or similar, Proficiency in Microsoft Office tools.

Key responsabilities:

Maintain service request records
Data entry of supplier invoices
Client communication and liaison duties
Warranties, customer support, and report preparation
Handle confidential information and vendor relationships

SkyeDesk Scaleup https://www.skyedesk.com/

51 - 200 Employees

See more SkyeDesk offers

Job description

This is a remote position.

The Outsourced Administrator will broadly be responsible for:

· Maintain service request records: Ensuring accurate and up-to-date records in our job management platforms.

· Data entry of supplier invoices: Efficiently managing the entry of all supplier invoices.

· Client communication: Acting as the primary point of contact for client queries and information, and confirming bookings via phone.

· Liaison duties: Facilitating communication and coordination between staff, clients, and suppliers.

· Warranties and customer support: Handling customer warranties and providing necessary support.

· Report preparation: Assisting with and providing data for the preparation of various reports.

· Following up on outstanding payments: Managing and following up on any outstanding customer payments.

· Monitoring job status: Tracking job status, ensuring tradesmen clock in and out, and making sure all tradesmen are applying relevant notes on the job management system.

· Coordinating staff schedules: Keeping all staff schedules up-to-date and ensuring adequate shift coverage.

· Implementing process improvements: Identifying areas for process improvement and implementing changes to increase efficiency.

· Conducting training sessions: Providing training for new staff on job management platforms and administrative procedures.

· Overseeing compliance: Ensuring all administrative processes comply with relevant laws and regulations.

· Handling confidential information: Managing sensitive information with discretion and maintaining confidentiality.

· Managing vendor relationships: Building and maintaining relationships with vendors and suppliers to ensure timely delivery of goods and services.

· Generating invoices and purchase orders: Creating and sending invoices to clients and purchase orders to suppliers.

·         Maintaining client records: Keeping detailed and accurate records of all client interactions and transactions
The Outsourced Administrator will provide the following support:
·         Virtual Phone Receptionist – Answer calls following scripts, take messages, gather information and log requests.
·         Customer Service Email Management – Filter and file emails, quickly respond to standard queries (collate your FAQ’s) or flag for Management attention.
·         Job Logging – Monitor all job sources (email, client portals etc). Raise jobs in job management platforms.
·         Scheduling Jobs – We can book your jobs in by following set rules and parameters.
·         Client Portal Management – Reconcile job updates between systems. Ensuring up to date and current notes, statuses, meet SLAs and ensure reports are always live.
·         Quote and Invoice processing – We input and format as per your invoice and quoting pricing input.
·         Annual leave and personal leave logging – We will update scheduling calendars.
·         Gap Reporting – Identify missed timesheets and notes and report to management.

Requirements

At least 4 years of proven work experience as a Virtual Assistant or similar role.

Ability to manage a calendar and schedule appointments.

Systemizing and creating process within the business

Very Well spoken English

Technological Background

Proficiency with Microsoft Office tools such as Word, Excel, and PowerPoint

Excellent written and verbal communication skills

Excellent organizational skills

Proficiency with cloud-based platforms such as Google Docs, Skype, and other remote team messaging apps

Strong time management skills and the ability to multitask.

Skilled in data entry

Ability to work in a fast-paced environment.

Benefits

Permanent Work from Home, work in the comfort of your home!
Independent Contractors Set-up, you can enjoy your salary in full

About Skye Desk:

Skye Desk is a fast-growing global remote staffing company headquartered in Australia. The exciting new brand is an extension of a leading Australian recruitment company expanding into the global outsourcing market with the view of significant growth and expansion over the next 24 months. The business is committed to continuous improvement of its people and prides itself on employee engagement development.

Salary:

30, 000 - 40, 000