Administrative and Finance Support

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Our Australian client specialises in Arborist Services, including tree protection plans and monitoring and inspection of trees on development sites, together with producing reports that are submitted to local councils and require CAD-prepared tree location plans.

They are looking for a competent administrative assistant to work on their projects.

Duties and Responsibilities:

INVOICES AND PROPOSALS
– Keep track of new enquiries and quoting timelines
– Review and interpretation of tender documentation, paying attention to critical tender elements
– Preparing the bidding and tender documents which have strict deadlines for submission.
– Prepare proposals for new projects or contracts. This involves working closely with the owner and other team members and creating a comprehensive proposal that meets the needs of the client
– Formatting proposals with company brand and templates
– Management of sub-contractors and tender enquiries
– Manage Invoices: Draft invoices according to the fee proposal. Assist with incoming and outgoing invoices, ensuring they are accurate and processed in a timely manner
– Maintain Records: subsidiary task: – maintain accurate and up-to-date records of all financial transactions, including invoices, proposals and other business documents.
– Updating monthly financial documents.

ADMINISTRATION

– Diary, scheduling and email management
– Executive assistant duties to the CEO if needed
– Assisting in scheduling project meetings, including preparing meeting agendas, taking minutes and following up on action items.
– Undertake internal project administration duties including document management
– Client interaction over the video call/email
– Typing/proofreading/ formatting documents
– Ensure procedures are followed and timekeeping is up to date
– Other Ad Hoc duties as required
– Suggest improvements to the company standards and processes if you can see more efficient or effective ways of completing work to the same high standards.
– Maintain procedures documentation.
– Document editing, and professional formatting of reports and spreadsheets.
– Organise and prioritise daily work according to business objectives.
– Keep detailed track of time taken on IACA tasks to report to IACA (after checked by New Leaf) and draft invoices for same
– Check Stripe payments
– Email/helpdesk enquiries from members, the public or potential members – send standard responses or forward them to the
relevant person
– Add recurring tasks to the Google calendar and set up repeats
– Document recurring processes & tasks
– File management – correctly naming and filing items in Shared Google Drive
– Check email and delete spam
– Check spam folder and retrieve non-spam
– Send information packages (pre-prepared) to enquirers, members etc, event attendees
– Administer the Task / Project Management system (Teamwork) Maintain google group (add and remove members)
– Utilise the website email marketing function to send group emails
– Create simple video title grabs for webinar recordings, in Canva
– Maintain a list of contacts (to invite to conferences, webinars etc)
– Membership Application Processing according to our process
– Maintain the official Register of Members

Website maintenance and admin

– Create documentation for effective execution of your responsibilities
– Regularly check the website back end and public site
– Help with entering content on the new website
– Check for membership applications and prepare committee review documents
– Upload video (webinars) and text files (articles) (when new website is live)
– Input calendar events (meetings and webinars)
– Check for errors, list them all with clear descriptions, and report to the Secretary and web host/admin company
– Review email enquiries monthly to suggest possible website changes such as FAQs and document these
– Respond to member troubleshooting emails/requests

Minutes & Agendas

– Prepare an agenda based on a template and previous minutes a minimum, of 3 working days prior to IACA meetings
– Meeting agendas are required for:
* Annual General Meeting
* General meetings
* Executive committee meetings
* Subcommittee meetings
– Record notes and or minutes as appropriate for these meetings
– Distribute Agenda (after approval) 3 working days before meetings
– Setup and distribute online meeting invitations 10 working days prior to meetings
– Distribute Minutes/Notes within 5 working days following meetings.
– Ensure Agenda are saved and stored on the organisation’s shared drive (Google Drive)
– Ensure Minutes/Notes are saved and stored on the organisation’s shared drive (Google Drive)
– Coordinate webinar promotion via email/social media
– Develop & send online invitations for webinars
– Ensure that webinars are recorded and stored appropriately on the organisation’s shared drive (Google Drive)

Maintain Google Drive (save & organise files)

– Every month, ensure that the contents of the organisation’s shared drive (Google Drive) are up to date with the latest documents saved appropriately.
– Documents arising from meetings need to be organised and stored appropriately, according to standard file naming
– Meeting agenda
– Meeting invites (for online meetings)
– Meeting notes/minutes
– Other documents arising from the meeting
– Ensure that documents are stored appropriately by subject/committee type and date
– Ensure that documents are stored and appropriately named to ensure dates and times are clearly differentiated

QUALIFICATIONS:
– Qualification or certificate in word processing / professional document editing
– Experience with Australian-based projects/ proposals an advantage
– Financial / bookkeeping/contract management experience
– Understanding and recording of proposal/ invoicing workflow and documenting CRM
– Excellent interpersonal and communication skills, with a focus on intra-team written communication with clarity and transparency.
– A strong commitment to customer relationships & delivering results.
– Excellent time management, attention to detail and organisational skills
– Ability to process and communicate technical information
– Ability to work autonomously and as part of a successful team
– Willingness to learn and take on additional responsibilities

TOOLS and SOFTWARE:
– Google Suite (Docs, Sheets, Sites, Chat, Meet, Gmail)
– CRM – Sales Flare ( or equivalent )
– Xero Accounting