Administrative Assistant

The Administrative Assistant provides comprehensive administrative and finance support to ensure the efficient day-to-day operation of the office and warehouse. This role is responsible fo managing documentation, maintaining accurate records, and supporting financial and operational processes. The ideal candidate is highly organized, detail-oriented, and proficient in administrative systems, including Xero.

Key Accounting & Responsibilities

General Administration

Provide day-to-day administrative support to office and warehouse operations.
Manage correspondence, filing systems, and document control (both electronic and hard copy).
Prepare, organize, and maintain reports, forms, and internal documentation.
Coordinate office supplies, equipment, and administrative resources.

Finance & Accounts Administration

Assist with accounts payable and receivable processes, including invoicing, data entry, and payment tracking.
Maintain accurate financial records using Xero and other accounting systems.
Process purchase orders, expense claims, and supplier documentation.
Support month-end and reporting activities as required.

Office & Warehouse Documentation

Manage and maintain warehouse paperwork, including delivery dockets, inventory records, and dispatch documentation.
Ensure all operational and compliance documents are accurate, complete, and properly filed.
Liaise with warehouse staff and suppliers to resolve documentation discrepancies.

Systems & Data Management

Maintain and update administrative and financial systems to ensure data accuracy.
Generate basic reports from Xero and other systems as required.
Support system improvements and process efficiencies.

Communication & Support

Act as a point of contact for internal staff, suppliers, and customers regarding administrative and documentation matters.
Provide administrative support to management and other departments as needed.
Assist with scheduling, meeting coordination, and general office duties.

Qualifications