The Cleaning Agents are looking to expand, and we are currently on the hunt for the next superstar to help our business grow to the next level.
Being established since 1958 we are a professional cleaning company known in the north of Tasmania and we are now expanding more and more statewide offering many different services.
As the Office Administration/Accounts Officer, you will be the first point of contact and go-to person for all administrative & accounts tasks whilst overseeing, organizing, and assisting the day-to-day operations of the office and warehouse.
You will also provide bookkeeping services to the company, processing and reconciling transactions, monthly invoicing, maintaining client and staff records and company registers.
You will be responsible for ordering and assisting in distributing product inventory and equipment to and from the warehouse.
Your primary purpose is to support the General Manager in the smooth running of the company and daily operations of The Cleaning Agents business activities.
Key Responsibilities Answering the office phone and taking appropriate messages with all details from customers required.Passing on messages to the correct person with all appropriate details.Returning phone calls or emails promptly confirming booking details or making any follow-up of client enquiries.Checking all emails, assigning to, and responding where appropriate.Passing on any urgent messages to the GM that needs prompt attention.Provide details regarding the services we provide.Office Administration Maintaining the company CRM platform with current site addresses, access procedures, checklists, and schedules.
Making additions or changes where necessary and notifying relevant staff.Assisting management team by confirming and approving staff time entries and preparing the monthly accounts.Assisting the Manager in preparing and updating the checklist.Assisting Supervisors in arranging staff training, tracking site audits and follow-up actions.Preparing the annual 'rise and fall' letter for customers.Opening and sorting the mail, actioning as appropriate.Pass relevant information to the correct department.Preparing & sending monthly invoices to clients including once-off jobs once hours are confirmed.Taking credit card payments for once-off or daily jobs as soon as the work is complete.Taking credit card payments from customers who pay over the phone.Follow up unpaid accounts and request payment.Enter credit card payments against invoices.Enter payments received to bank account against customer invoices.Enter other bank entries.Daily reconciliation of bank account in Xero against invoices and coding/editing transaction entries, including payments taken via EFTPOS for carpet cleaning.Entering invoices/bills from suppliers.Entering receipts from goods purchased.Login where required for work orders etc.
for customers who use a 3rd party or program for their properties and complete necessary details.File all paid invoices, work orders, receipts and remittances in the correct folders.Enter any customer payments made by cheque.Deposit cash to the bank account when necessary.Post invoices to customers where necessary.Process payroll tax by 7th of every month.Keep track of extra jobs completed for existing clients and invoice at the end of the month.Issue purchase order from XERO to suppliers.Warehouse Management Managing the flow and warehousing of stocks.Collating and attending to customer orders.Collating and attending to stock orders from cleaning staff.Ordering stock via XERO from appropriate suppliers.Arrange for any equipment repairs where necessary.Liaise with Team leaders when orders need to be collected.Ensure all details of customers are entered to the computer and updated on our monthly accounts list with relevant details for the clean.File correctly hardcopy documents in filing cabinets and digital files in the company server.Keeping all staff, customers, and site files up to date with relevant information required and correctly filed.Keeping workplace policies and procedures updated as required.
Print and bind copies ready for use.Keeping copies of regularly used documents and checklists printed ready for use.Maintain a register for staff who have white cards, WWVPC's etc.
and notification of renewals.Updating staff contact details if any changes are notified.Workplace Health & Safety Meeting third party compliance requirements, preparing and sending requisite WHS docs, insurance certificates, etc.Keeping insurance docs saved and ready to be sent to any relevant customers for their records.Preparing safety data sheets for products and ensure these are kept current on each site.Minimum Requirements: 2-4 years' experience in a similar role.Solid command of Xero accounting software.Ability to work in a small business, autonomously and multi-tasking.Team-focused, with a "can do" attitude.Well organized, with an attention to detail.Solid IT & computer systems knowledge.Customer service focused: committed to providing exceptional customer service across all channels – written, phone, and face-to-face.Demonstrates company values and behaviors.Confident, assertive, and clear communicator.Problem solver, flexible, able to adapt to new ways of working.Approachable with strong listening skills.Good level of self-awareness and willingness to learn from feedback.Professional approach.Ability to work under pressure.Organizational and time management skills.Excellent attention to detail.Reliable, honest, and punctual.Interpersonal and listening skills.Analytical thinking.Initiative.Business awareness.Essential Qualifications: Police Check.Driver's license.WWVP.Degree in accounting.Desirable Qualifications: Diploma in Business or administration management or higher.First aid certificate.This role could also be split into 2 to work in line with a part-time workload.
This role will be a two-stage interview process, and all applications will be held in confidence. All applicants should email your resume and a two-page cover letter outlining your relevant experience, career aspirations, and why you feel you will be the right fit for this to our General Manager directly at. Only shortlisted applicants will be contacted.
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