Administration

• Provide day-to-day administrative support to Sales Consultants and the Sales Manager.
• Prepare contracts, site agreements, and client documentation accurately.
• Manage the sales inbox, phone calls, and office correspondence efficiently.
• Maintain databases, spreadsheets, and online listings (realestate.com.au, downsizing.com.au).
• Coordinate stationery and marketing stock levels.
• Assist in preparing client packs, newsletters, and sales materials.
• Attend and minute sales meetings.
• Welcome visitors and prospective buyers in a professional and friendly manner.
• Liaise with clients via phone, email, and in person to ensure smooth communication.
• Maintain accurate client records in Pipedrive and other systems.
• Support the sales team in delivering a seamless customer experience from enquiry to settlement.
• Assist in planning and coordinating sales events, open days, and settlement functions.
• Organise catering, entertainment, signage, marketing materials, and resident volunteers.
• Ensure sales display homes and the office are presentation-ready each day.
• Oversee maintenance of office equipment and ensure golf buggies and facilities are ready for use.

Sales Administration

• Ensure Commercial Finance audits are conducted in accordance with established policies and required frequency.
• Apply sound risk analysis and DLL policies, proactively monitoring assigned portfolios to identify emerging risks, apply heightened monitoring to high-risk accounts, and determine appropriate follow-up and escalation actions.
• Engage with internal stakeholders (Sales, Credit, Operations) and external parties (Vendors, Dealers, Customers, and third parties) to gather relevant information for informed audit outcomes.
• Exercise delegated authority to make decisions and escalate identified risks or incidents to the appropriate management level.
• Analyse and address issues with potential financial impact in a timely and proactive manner.

Portfolio Administration Officer

• Provide high quality service and efficient administrative support to the centre management office.
• Assist in actioning shopping centre monthly reporting timetable.
• Maintain centre-based specialty tenant payment allocations and where required working with Accounts Receivable.
• Action and process supplier invoicing.
• Manage procurement and accruals processing.
• Maintain the shopping centre’s monthly sales process and reporting.
• Manage the gross audited sales tasks, including collecting audited sales certificates and entering information in the accounting system, adjusting variances as necessary.
• Assist with Gift Card processes, including stock management, daily and monthly reconciliation and user management.
• Assist with tenant billings and recharge calculations in accordance with lease requirements.
• Assist with non-tenant invoice and debt management, reporting and cash allocation.
• Assist with tenant debt processes including debt letter management and assisting Retail Manager with implementing payment plans and managing activity log entries.
• Action the reporting, maintenance and collection of public liability insurance.
• Assist with Bank Guarantee management – returns, exchanges and collections as required.
• Support the Guest Experience team in delivering exceptional Guest Experiences and assisting in the management of customer complaints and/or feedback.
• Car park administration as required, which may include processing permits, renewals, manual billing, and debt; issuing memos; invoicing retailers and non-tenants; monthly reconciliations; tenant disputes and charges; managing fine disputes on behalf of Vicinity team members; balancing income and costs associated with the car park system.

Administration Assistant

• Supporting our customers during their novated lease journey with Flare and ensuring everything runs smoothly from start to finish
• Connecting with customers through different channels and helping out with their queries
• Lending a hand with documentation for the settlement process
• Managing the vehicle onboarding process and lease activations
• Assisting with various in life lease management tasks such as keeping budgets on track or processing claims
• Keeping our CRM leasing system up-to-date with accurate information
• Taking care of any ad hoc admin tasks that pop up along the way

Support Administrator

• Administer and support NetApp / enterprise storage within a Defence data centre
• Maintain platform security, availability, performance and capacity
• Operate within ITIL / ITSM processes (Incident, Change, Problem, CSI)
• Troubleshoot and resolve complex infrastructure issues
• Support low‑risk changes and maintain technical documentation
• Collaborate with internal teams, vendors, and Defence stakeholders

Data Centre Administrator – NetApp

• Provide all administration services to Apex’s superannuation
• Ensure effective service outcomes through administration processes and client interaction
• Day to day management of the team including overseeing the contribution administration process
• Ensure team members process all contributions, exits, rollover in, member updates, transactions, and reconciliations efficiently
• Participate in recruitment, selection, supervision and mentoring of direct reports
• Clear communication of staff expectations, work objectives, priorities and expectations
• Promote employee engagement through open communication and regular feedback
• Undertake Apex’s Performance management framework with all direct reports
• Ensure all processes are documented and implemented within the team
• Communicate effectively at all levels and influence outcomes
• Conduct team meetings to ensure KPIs are met
• Manage all compliance matters on behalf of the Funds administered
• Manage relationships with system providers and internal stakeholders
• Support continuous improvement initiatives
• Agree on training plans and further actions and development required.
• Prepare Administration Reporting for clients in conjunction with other teams
• Ensure Data integrity reports and requirements are up to date and monitored.

Team Leader – Administration Services

• Process Warranty Claims — Prepare, submit, and track warranty claims to relevant factories, ensuring accuracy and compliance with warranty guidelines.
• Review Documentation — Verify repair orders, technician notes, parts usage, and labour times before claim submission.
• Liaise With Stakeholders — Communicate with internal key stakeholders such as technicians, service managers, and Advisors to resolve claim issues or gather missing information.
• Maintain Records — Keep organised digital and physical records of all claims, approvals, denials, and reimbursements.
• Monitor Claim Status — Follow up on outstanding claims and escalate delays when necessary.
• Warranty Policy Compliance — Stay updated on manufacturer warranty rules, bulletins, and procedural changes.
• Financial Reconciliation — Ensure warranty credits are received, posted, and matched to claims; assist with month‑end reporting.
• Continuous Improvement — Recommend process improvements to increase claim accuracy and reduce rejections.

Warranty Administrator

• Coordinate day-to-day administrative activities.
• Manage schedules, bookings, and travel arrangements.
• Maintain and update the student communications calendar.
• Liaise with internal teams and external stakeholders.
• Work closely with Placement Team Leads on daily operational activities.
• Track project activity, costs, and reporting updates.
• Assist with coordination of team meetings and offsite events.
• Prepare and distribute student placement documentation, including confirmation letters and WIL agreements.
• Coordinate agency and student feedback surveys.
• Assist hiring managers with end-to-end recruitment processes.

Clinical Placement Administrator

• **Key Responsibilities:**
• - Lead end-to-end D&C contract administration, including procurement, negotiation, and management of Head Contracts and Principal Contractors
• - Manage tendering processes, contractor performance, and stakeholder coordination to support successful project delivery
• - Oversee variations, claims, and contractual risks, ensuring ESR’s commercial position is protected throughout delivery
• - Drive cost control, financial reporting, and project performance tracking, including cash flow, progress claims, and PCG reporting
• - Monitor program, design changes, compliance, and project lifecycle activities, including safety, quality, and handover

Senior Contracts Administrator

• Co-ordinating the calendar of meetings;
• Scheduling RBAL Board and Committee meetings and workshops, and liaising with Directors and Management in relation to scheduling and management of those meetings (including sending diary invitations, save-the-date notifications etc);
• Co-ordinating the RBAL Forward Planners;
• Supporting with the preparing Board and Committee agendas, uploading Board and Committee agendas and papers to Diligent;
• Supporting the preparing and monitoring action lists arising from the Board and Committee meetings.
• Generally coordinating activities involving the directors either on-site or remotely
• Ability to communicate effectively with stakeholders at all levels including directors and their support staff.
• Ability to confidently and effectively engage with the Executive support staff and Senior Management.
• Work in a service orientated and collaborative manner in accordance with Rabobank values and behaviours.
• Support the documentation and maintenance of processes and procedures relating to the Secretariat.
• Continuous improvement and creation of efficiencies.

Board Administration Coordinator

• Serve as the first point of contact for facilities-related queries from contractors, staff, and visitors
• Manage and triage work requests using the Computerized Maintenance Management System (CMMS) (training provided)
• Assist with creating purchase requisitions, tracking invoices, and supporting financial admin tasks
• Coordinate contractor access, including parking, ID cards, and key allocation
• Provide day-to-day administrative support to the Facilities Management team across multiple sites
• Maintain accurate site utility records, consumables procurement
• Support document management, meeting coordination, and team communications
• Provide flexible support across various Monash Health locations, remotely as needed

Facilities Administration Officer

• Working with internal and external stakeholders to record, report, contain, remediate, and review incidents and complaints across a variety of clients, in line with applicable laws, contractual obligations, and service level agreements
• Conduct incident and complaint impact assessments, root cause analysis, and document proposed incident remediation plans for internal and external approval
• Work with internal teams to implement required remediation activities
• Conduct and document Post Incident Reviews, and implement prevention steps to reduce the likelihood of recurrence
• Work with internal and external stakeholders to identify, develop and implement processes and control uplift opportunities
• Document complaint key learnings
• Ensure internal and external incidents and complaints reporting are maintained
• Attend Client Incident and Breach meetings as required
• Identify and report systemic incidents and complaints

Senior Incidents Analyst – Superannuation Administration

• Proactively review route performance to identify optimisation and efficiency improvement opportunities
• Communicate with both drivers and customers
• Ensure all paperwork and runsheets are correct and accurate
• Problem-solve customer issues of immediate operational concern with a solutions-focused approach
• Respond to operational queries raised by the Customer Services Team/Sales Team and/or customer
• Conduct daily end of shift driver debrief meetings, discuss run efficiencies and capture any incidents or compliance issues

Medical Administrator

• Prepare, issue, and track commercial letters, notices, and formal project correspondence.
• Review and process subcontractor and supplier commercial documentation including payment claims, variations, and EOTs.
• Support drafting, negotiation, and execution of subcontract agreements and contract amendments.
• Manage contract registers, documentation logs, and all commercial files.
• Assess subcontractor progress claims and prepare payment recommendations for approval.
• Track retention, provisional sums, back charges, and commercial adjustments.
• Verify progress and quantities with site teams for payment validation.
• Manage supplier and subcontractor onboarding, compliance, and contract performance.
• Prepare monthly commercial and financial reports including cost forecasts and payment schedules.
• Maintain audit-ready records and ensure compliance with company procedures and legislative

Contract Administrator – Renewables

• Raising Purchase orders
• Entering and running cycle count data
• Monitoring logistics Emails, Quotes, RPL’s, Phone Calls
• Reviewing and following up Overseas and Local purchase order invoices
• Assist with shipping and connoting of outwards goods
• Assist with raising credits for good returned
• Assisting in all other areas within the LAQ Parts Team Business when required

Warehouse Administrator

• Raise and process our customer service jobs and repair orders, including costing completed jobs
• Support the scheduling of service jobs
• Prepare and issue invoices for completed service work in a timely manner
• Travel Coordination – organise our team members travel, and accommodation arrangements as required
• Timesheet administration for payroll and reporting purposes
• Process expense claims & manage purchasing activities and accounts payable workflow with precision to ensure compliance with our policies
• Address customer inquiries in a professional manner to ensure timely and effective resolution
• Maintain and update our databases, ensuring filing systems are organised, up to date and efficiently archived
• Update and manage data bases, filing and archiving

Service and Warranty Administrator

Service Administrator

• Process purchase orders and variation requests accurately and within deadlines.
• Respond to order enquiries and provide administrative support.
• Support procurement activities and supplier set up & coordination.
• Maintain spreadsheets to track materials and site deliveries.
• Liaise with site teams to prioritise work and manage urgent requests.
• Preparation and ongoing management of subcontractors and supplier agreements & insurance.
• Coordinate weekly house releases.
• Update and distribute weekly project reports to stakeholders.
• Perform general filing & ensure final documentation is complete for records at both a Head Office & site level.

Construction Administrator

• Compile and manage lease property data for Account Stakeholders
• Liaising with internal and external Stakeholders
• Oversee and assist in abstracting new retail leases
• Perform document management of all new retail leases
• Review and reconcile landlord invoices and rental payments
• Manage lease administration workflows through PEGA system
• Maintain data integrity and compliance across portfolio systems
• Assist the broader Lease Administration team where required

Lease Administration Associate

• First point of contact for visitors, clients and interstate/international staff arriving to the office – ensuring all guests are greeted in an appropriate manner.
• Greeting and inducting visitors and maintaining a welcoming reception area
• Coordinating incoming and outgoing mail, courier bookings, and invoice reconciliation.
• Supporting general office operations including stationery, kitchen oversight and supplies, facilities maintenance.
• Support coordination of internal and external events when required
• Assisting with onboarding tasks for new starters, contractors, and work experience placements.

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