JOB OVERVIEW
As Virtual Admin Assistant, you will be a trusted advisor and expected to support the business and team, proactively and effectively within Australian businesses.
To be successful in this role, you will be expected to understand the business, demonstrate a high level of business acumen and exceptional organisational skills which will contribute to the seamless day-to-day operations.
To ensure the organisational strategic and operational objectives, you will be working closely with internal and external stakeholders and clients. As such, highly effective relationship management, communication, and influencing skills are required.
This role, and the organisations are fast-paced and fast-growing with many and varied challenges along the way. As such you will thrive in a collaborative, flexible, and achievement-focused environment.
DUTIES AND RESPONSIBILITIES
Main Responsibilities:
• Run curated content through paraphrasing filters and publish blogs/update website pages
• Draft and schedule social media posts
• Coordinate with meeting requestees to find the most efficient time, take minutes, and provide reporting
• Write error-free, eloquent emails and letters
• Edit/modify documents and presentations
• Maintain confidentiality and use a high degree of discretion
• Oversee internal administration processes and system upkeep
• Responsibility for maintaining a strong culture and internal engagement
• Organisation of functions, events, and other ad hoc celebrations throughout the year
• Office Coordination, general office support, and other building matters when required
• Providing necessary data & reports to the Management & Sales Team
• Sales monitoring, updating sales sheet, sales order nos, client details, delivery dates, and contacting sales for the list of follow-ups.
• Coordinate and manage multiple priorities and projects on a timely basis.
• Prepare and Arrange Internal Filing System (Creating Folders/Client Docs).
• Filing of Documents (Paperless) into the Database.
• Updating and Maintaining client details.
• Prepare client letter templates.
• Assist in the preparation of Insurance Quotations using online systems.
• Preparation of insurance schedules and policy renewals.
• Claims Management in CRM.
• Management of email inquiries and inbox.
• Assistance in preparation of marketing materials.
• Minor call management.
Account Management:
• Be professional/courteous/polite on all communications
• Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectivity and efficiency of processes
• Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools
• Ensure attendance, participation and cooperation during knowledge transfer sessions and other meetings
• Collaborate with the team and contribute to the overall success of the program by sharing best practices and playing an active role in meetings, workshops etc.
• Help in creating Work Level Instructions (WLIs) for the tasks being handled
• Represent hammerjack and brands in a professional manner
Ad hoc tasks:
• Tasks deemed necessary to ensure excellent customer experience as determined by management
QUALIFICATIONS
Product Knowledge
• Bachelor's/College Degree in Business Administration, Management, Law, or other related discipline
• At least 2 years of experience as a Virtual Admin Assistant with stakeholder management skills
• Strong analytical and computer (primarily Outlook, Excel, Teams) skills
• Strong oral and written communication skills
• Canva experience is an advantage.
• General insurance experience would be beneficial.
• Strong organisational, project management, and problem-solving skills with implacable multi-tasking abilities.
• Ability to follow process and work independently.
• Tech savvy and fast learner of system and procedure.
• Communicate progress and/or report issues.
• Mandarin language proficiency is a great advantage.
• Detail-oriented, always able to provide accurate and high-level quality work
• Ability to manage multiple priorities while remaining focused on quality and delivery
• Good administrative and organizational ability.
• Ability to learn quickly and think ahead
• Experience in a complex and fast paced SME environment will be highly regarded
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships
• Provides systematic and dependable follow up, as well as a high level of organisation and preparedness
• Maintains workflow under pressure and in a fast-paced, high-profile work environment
• Accountability – always following up and staying ahead of the game
• Ability to think strategically and execute quality output under tight deadline
• Strong time-management skills and presentation skills
• Hard working and passionate about career and making a difference.
Customer Focus
• Actively seeks to understand and deliver client needs, expectations, and level of satisfaction
• Able to maintain good relationships with clients and other stakeholders.
• Pro-actively seeks solutions for clients
• Experience as Admin/personal assistant/receptionist for Government infrastructure industry is desirable
