Office Administrator - Sydney

Customer Service Functions:

  • Coordinate with support for case creation upon request of client/ engineers
  • Coordinate with clients for cases and RPMs scheduling
  • Coordinate with subcon and PMs for scheduling of cases and RPMs
  • Closing cases in NS after job has been done by subcon or PM
  • PO creation to subcon for cases/RPMs
  • Uploading to box of KOP files, including contracts, SOs and other data
  • Updating of contact info in NS
  • Make HOP files after project completion in Word and PDF files
  • Uploading HOP files in NS
  • Encode maintenance data in NS
  • Send out project handover announcement
  • Filing of project documents in hardcopy, as well as maintenance of the files


Purchasing Functions:

  • Physically receiving items from suppliers and receiving also in NS
  • Compare PO  cost vs invoice cost and coordinate with suppliers/China purchasing team in case of discrepancies
  • Arrangement of stock items in rack for proper tracking
  • Packing of equipment per project according to SOs and VOs
  • Fulfilment of equipment in NS when sent to clients or taken by PMs from office
  • Sending equipment to Melbourne PM or to clients when necessary
  • Conduct monthly inventory count and reconcile count with books
  • Do faulties report in NS and send faulties to suppliers for replacement or repair
  • Coordinate with suppliers for the invoices for processing or any other concerns
  • Do IAS forms if needed


Finance Functions



  • Encode invoices in NS for payment processing
  • Weekly AP run every Wednesday and have it approved by OM
  • After approval enter payments in JPM and Commbiz for payment
  • Coordinate with suppliers in case of payables concerns



  • Issuance of invoices based on PO terms
  • With some clients, encode invoices in their system (like Ariba for Adobe and Dell and McAfee for McAfee)
  • Follow up on payments with clients in coordination with sales
  • Send out collection letters in case of delayed payments
  • Adjusting entries
  • Intercompany billing and invoicing
  • Reconciliation of intercompany accounts
  • Revenue and cost analysis
  • Completed contract method computation
  • Tax accrual
  • Sales commission computation
  • Balance sheet account reconciliation
  • Review negative inventory and update SO list status
  • Review employees' reimbursement
  • Posting of cash receipt and payment
  • Check inventory balance in GL vs actual physical inventory
  • Coordinate with Accountants on tax matters
  • Coordinate with Insurance suppliers as needed




Business Finance education background


2 years relevant work experience