We are looking for a detail-oriented and proactive individual to join our team as a Workshop Administrator/Coordinator. This key role involves managing administrative tasks, maintaining data accuracy, and ensuring smooth communication between internal teams and external stakeholders.
Key Responsibilities:
Data Management & Entry:
Update and maintain data in Cascade for Quotes Awaiting PO, PO Received, and Invoiced.
Enter data into Tracker for accurate tracking of job status.
Reconcile customer payments against invoices in Cascade.
Assist in sorting invoices by dates to facilitate uploads.
Purchase Orders & Quotes:
Raise purchase orders (POs) and send out quotes after obtaining necessary approvals.
Request and follow up on supplier quotes, including handling costings, registration, safety sticker, and CTP insurance renewals.
Match batch POs against quotes and ensure all related documents are up to date.
Job & Invoice Management:
Match batching for invoicing and ensure invoices are processed for both POM, Hagen & Lae.
Write job cards for customers and file quotes for clients (hard copies only).
Upload completed jobs onto Mix and maintain accurate records for each job.
Handle the daily filing of job-related paperwork, including registering and delivering hard copies to Accounts, then bringing back the signed copies for filing.
Client & Supplier Communication:
Resolve client queries efficiently through phone and email.
Follow up with MST POM, Highlands, and NGI for invoice copies required as supporting documentation.
Ensure smooth communication regarding back orders and any follow-up actions required.
Inspection & Documentation Management:
Update inspection follow-ups daily to ensure timely completion and tracking.
Maintain and manage the VS books and numbers, ensuring all documentation is accurate and up to date.
Support & Supervision:
Assist and provide support to office team with uploading completed jobs to Mix.
Supervise admin office staff, stepping in to help with tasks as directed by the Workshop Manager.
Perform other duties as assigned by the Workshop Manager to maintain smooth operation of the workshop.
Required Skills & Experience:
Strong organizational skills with the ability to multitask and prioritize efficiently.
Proficient in using data management systems (e.g., Cascade, Mix) or the ability to quickly learn new software.
Excellent verbal and written communication skills.
Experience with administrative tasks, invoicing, and handling quotes and purchase orders.
Ability to supervise and collaborate effectively with team members.
Detail-oriented, especially when it comes to managing documents and financial records.
Eagerness to learn costings, quotes, and PO processes, and confidence to handle tasks independently after training.
If you're a motivated individual who thrives in a fast-paced environment and is keen to contribute to the success of our workshop, we encourage you to apply by forwarding your updated CV, qualification copies & references stephanus@mastersystems.com.pg prior to being invited for an interview.
Applications close Tuesday 25/02/2025.
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