Admin Support Officer | Experienced in AroFlo Software

Job Summary

We are seeking a highly organized and proactive Electronics Administration Support Officer to provide administrative support to our Electronics team. This role is responsible for coordinating service administration, scheduling maintenance work, maintaining accurate records, supporting field technicians, and delivering exceptional customer service.

Working closely with the Electronics Manager, you will ensure day-to-day administrative operations are completed accurately, efficiently, and on time. This is an excellent opportunity for someone with strong administrative experience who enjoys working in a fast-paced environment and supporting Australian clients.

Key Responsibilities

Customer Service & Communication

• Answer incoming phone calls and direct enquiries to the appropriate team members.
• Monitor and manage shared inboxes.
• Respond to customer enquiries promptly and professionally.
• Contact customers to confirm scheduled service appointments.
• Coordinate with schools regarding upcoming service visits and audits.

Scheduling & Work Order Management

• Schedule preventative maintenance and periodic service tasks.
• Create, assign, and manage work orders using AroFlo.
• Monitor daily work order reports and ensure jobs progress as scheduled.
• Review technician notes and coordinate any required follow-up actions.
• Schedule education (EDU) audit appointments.

AroFlo Administration

• Create and maintain customer records in AroFlo.
• Update customer, job, and asset information.
• Enter Zendesk sales tickets into AroFlo.
• Maintain commissioning forms and records.
• Manage new client line records.
• Process ASIAL forms and maintain related documentation.

Quotes & Administrative Support

• Follow up on outstanding customer quotations.
• Update quotation tracking spreadsheets.
• Maintain work order reports and administrative records.
• Ensure all documentation remains accurate and up to date.

Purchasing & Finance Support

• Process supplier invoices.
• Maintain supplier records and purchase order documentation.

Team Support

• Provide administrative support to the Electronics Manager.
• Assist with reporting and general office administration.
• Ensure daily administrative tasks and job checklists are completed.

Daily Responsibilities

Morning

• Review and update the daily Work Order Report.
• Monitor shared inboxes and Zendesk tickets.
• Schedule maintenance and service jobs.
• Process new customer records and sales tickets.

Throughout the Day

• Follow up outstanding quotations.
• Process supplier invoices.
• Update customer, job, and asset records.
• Maintain commissioning and ASIAL documentation.
• Review technician notes and coordinate follow-up work.
• Keep spreadsheets and administrative records updated.

End of Day

• Confirm upcoming appointments with customers.
• Contact schools regarding scheduled service visits and audits.
• Ensure all work orders and administrative tasks are completed before the close of business.

Qualifications

• Previous experience in an administrative, service coordination, customer support, or office administration role.
• Experience supporting Australian clients is highly preferred.
• Excellent written and verbal English communication skills with strong grammar and a professional telephone manner.
• Strong customer service and relationship management skills.
• Highly organized with excellent time management and multitasking abilities.
• Exceptional attention to detail and accuracy.
• Proactive, resourceful, and able to work independently.
• Able to adapt quickly to new systems, processes, and changing priorities.
• Proficient in Microsoft Outlook, Excel, and Word.
• Experience with AroFlo, Zendesk, or similar job management software is highly desirable.