Administration Officer
DEPARTMENT Administration
REPORTS DIRECTLY TO Office and Administration Supervisor
REPORTS INDIRECTLY TO Office and Administration Manager
NUMBER OF REPORTING RELATIONSHIPS 2
EMPLOYMENT TYPE Full-Time
EMPLOYING ENTITY Capital Transport and Logistics Group Pty Ltd
AUTHORITY TO ACT
This position must act within written group policies, procedures and operations manuals. All decisions outside these parameters must be approved by your direct manager.
CRITICAL RELATIONSHIPS (INTERNAL)
- State Manager
- Office and Administration Manager
- Administration Department
- Customer Service Department
- Sales and Account Management Department
- Courier Department
- Taxi Trucks Department
- Contracts Department
- Fleet Management Department
- National Finance Department
CRITICAL RELATIONSHIPS (EXTERNAL)
- Existing clients
- Existing outside hire suppliers
- Business services suppliers
Position Summary
As an Administration Officer, you will report directly to the Office and Administration Supervisor and indirectly to the Office and Administration Manager. You will play a central role within the Administration Department by providing a comprehensive range of administrative support and assistance to the Department and other areas of the business, as required. You will also ensure that all business requirements are proficiently addressed to the highest standard to ensure that the Capital Group’s (CG) corporate image is maintained at all times.
1. Key Responsibilities and Tasks
1.1 PERFORMANCE MEASURES AND KEY PERFORMANCE INDICATORS
- You must ensure that you meet the following performance measures and Key Performance Indicators (KPI):
Performance Measure Benchmarked KPI
Daily Trading Summary (“DTS”) Accurately compile, highlight any identified anomalies to your Manager and publish before 12.00 pm each weekday
Margin Report Compile, identify and rectify any discrepancies in the Report and publish before 12.00 pm each weekday
End of Period processes Complete all processes accurately two business days after the 15th or end of month date
Credit Note Analysis Report Compile and email the report prior to starting Period End (after all Credit Adjustments have been entered into the TMS)
Client Period Summary Report
Compile and email to the State Manager, CEO and Office and Administration Manager the day after close off is complete.. You must ensure that you follow the Client Period Summary SOP
Determination End of Period processes Complete all processes accurately by close of business of Day 3 of each Determination period (excluding weekends)
1.2 OFFICE ADMINISTRATION
- Provide administrative support to the business
- Ensure all general office duties including filing, photocopying, printing etc. are attended to on a regular basis
- Maintain the business’ stationery and department supplies
- Ensure all data entry requirements are accurately completed without unnecessary delay and/or within the agreed timeframes set by your Manager
- Accurately process Credit Note Forms for the New South Wales business
- Collate and email approved supplier invoices to the Accounts Payable Department as required
- Generate, reconcile and distribute movie tickets to the client relations teams
1.3 PER PERIOD TASKS
- All administrative tasks required to close off each period
- Process movie ticket reports
- Accurately enter and reconcile all approved Credit Note Forms into TPlus
- Conduct an ABN and GST check of all existing sub-contractors
- Check and clear internal accounts
- Complete all required administrative tasks as per the SOPs
1.4 CUSTOMER SERVICE
- You must be logged into the telephone system at all times (outside of ‘Make Busy and break times) and be available to accept overflow telephone calls from the Customer Service Department
- Effectively communicate with colleagues. In particular, you are to effectively communicate with the Sales and Account Management Department in order to:
- Efficiently resolve client issues;
- Assist in expediting the payment process; and
- Minimise clients’ bad debts and credits
- Ensure all correspondence between clients and colleagues are properly documented by including all necessary details in the relevant client’s financial notes in the TMS
- Ensure all client enquiries are addressed without unnecessary delay and, in any event, within 24 hours; and either:
- Completed or resolved in a timely manner, dependent on your current work volume, time of the day and Department headcount; or
- Escalated to the relevant Account Manager or Sales Representative as required
1.5 GENERAL RESPONSIBILITIES
- Ensure a professional attitude is portrayed at all times
- Provide exceptional customer service to all of our clients
- Advocate both intra and inter co-operation of Departments
- Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous at all times
- Notify your Manager if you require any additional training as soon as practicable
- Ensure compliance with the Capital Group’s Company Policies at all times
- Ensure compliance with the Work Health and Safety (“WH&S”) responsibilities as outlined in section 3
- Use work time and resources for work activities, through limiting personal telephone calls, internet browsing and mobile phone usage
- Attend Administration Department meetings as required
- Attend one on one meetings with your Manager as required
- Perform any reasonable tasks requested by your Manager which may include, but is not limited to, overseeing the end of period close-off processes
2. Work Health and Safety (WH&S) Responsibilities
All staff are responsible for the following safe work procedures and instructions:
2.1 EMPLOYEES MUST
- Cooperate with the Capital Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation;
- Undertake all relevant training to carry out your responsibilities in line with CG’s policies and procedures and legislative requirements;
- Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:
- Load Restraint;
- Mass and Dimension;
- Fatigue;
- Speed; and
- Vehicle Standards.
- Ensure that any potential or actual breaches of CG policies and procedures are reported immediately to their Manager;
- Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; and
- Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.
2.2 SUPERVISORS ARE RESPONSIBLE FOR
- Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CG’s policies and procedures and legislative requirements;
- Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures and escalating to the Manager and relevant key stakeholders;
- Assisting with any efforts undertaken by the Capital Group to implement initiatives and corrective actions to comply with WH&S and National Heavy Vehicle legislation;
2.3 MANAGERS AND SECTION HEADS ARE RESPONSIBLE FOR
- Ensuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CG policies and procedures, and legislative requirements;
- Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures;
- Monitoring internal and external processes to identify risks to the business and developing suitable control measures;
- Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.
