Executive Assistant / Administration Coordinator

About the role

This is a varied role suited to someone who enjoys administration, organization, client communication and coordinating jobs from start to finish. You will work closely with management, clients, contractors and trades teams to ensure day-to-day operations run smoothly.

Key responsibilities

• Providing administrative and executive support to management

• Managing emails, phone calls and general enquiries

• Scheduling and coordinating jobs, appointments and site visits

• Preparing and issuing work orders to contractors and trades

• Following up work orders and job progress

• Preparing and sending client invoices

• Processing and managing invoices through Xero

• Maintaining accurate client, contractor and job records

• Liaising with clients, contractors, suppliers and tradespeople

• Following up outstanding jobs, paperwork and payments

About you

• Highly organised and detail-oriented

• Confident using computers and office software

• Experienced with Xero (quotes, invoicing, reconciling, Microsoft Excel and Microsoft Word)

• Strong communicator with professional phone and email manner

• Comfortable communicating with clients, contractors and tradespeople

• Able to manage multiple tasks and changing priorities

• Reliable, punctual and professional

• Proactive and able to work independently

• Comfortable taking responsibility and following tasks through to completion

• Friendly, approachable and able to work as part of a small team

About us

Green Facility Management is a growing facilities and property maintenance company based in Mitchell, ACT. We provide professional services to commercial and residential clients, including cleaning services, painting, property maintenance, plumbing services, electrical maintenance, carpentry and general repairs.

Benefits

• Casual position with flexible hours

• Genuine opportunity to transition into a full-time position

• Opportunity to grow with a developing local business

• Varied role combining administration and operational coordination

• Supportive and professional working environment

• Opportunity to take on greater responsibility as the business grows

• Long-term career opportunity for the right person