Administrative Officer

jobs available administation

AEON Disability Support Services

Sourced from: www.seek.com.au  

AEON Disability Support Services provides a range of quality individual and flexible support options, supported accommodation, respite and intensive support for people with disability.

Our vision is to empower people with additional needs to achieve their vision of a good life by delivering excellence in support.

AEON Disability Support Services is committed to providing a quality service designed to be responsive and flexible to individual needs. We do this by removing barriers, increasing options, developing skills and lobbying for change to enable people to achieve their personal goals and achieve their vision of a good life.

Purpose

The Administrative Officer ensuring the smooth operation of daily administrative tasks within our organisation. Your responsibilities will encompass office management, procurement, inventory control, and various administrative duties related to facilities, vehicles, supplies, and client services. Other duties as requested by management.

Autonomy

  • Buying items online
  • Placing orders per house
  • Making Quotations
  • Managing Company Vehicles
  • Managing Office Supplies

Office Management:

  • Ensure the readiness of the office space daily, including setting up meeting rooms and ensuring cleanliness and organisation.
  • Manage the setup of training rooms and activity areas according to specific requirements.
  • Oversee the cleaning and maintenance of activity rooms post-client use.
  • Monitor and maintain office supplies and groceries, including restocking and purchasing as necessary.

Procurement and Inventory Control:

  • Procure Personal Protective Equipment (PPE) and general stationery items, ensuring an adequate supply for daily operations.
  • Manage the ordering process for PPE and general stationary, including obtaining necessary approvals and maintaining accurate records.
  • Place orders for individual requests, following established protocols and budgetary guidelines.
  • Maintain inventory records and ensure timely updates to inventory management systems.

Company Vehicle Management:

  • Manage administrative tasks related to company vehicles, including documentation, service records, and scheduling repairs.
  • Coordinate vehicle servicing and repairs with external service providers.
  • Ensure the cleanliness and fuel availability of company vehicles, monitoring usage and parking compliance.

Client Services:

  • Facilitate grocery orders for designated clients, ensuring timely and budget-conscious procurement.
  • Liaise with staff to coordinate grocery orders, handle delivery arrangements, and resolve any issues or concerns.
  • Maintain accurate records of client orders and invoices, adhering to budgetary constraints and dietary considerations.

ID Card, Uniform & Lanyard Order:

  • Manage the procurement and distribution of employee ID cards, ensuring accuracy and completeness of data.
  • Coordinate the ordering and distribution of uniforms and lanyards for staff members.
  • Maintain records of issued ID cards, uniforms, and lanyards, updating internal databases accordingly.

Company Housing Maintenance Management:

  • Oversee the maintenance and upkeep of company housing facilities, ensuring they meet safety and comfort standards.
  • Coordinate repairs and maintenance tasks with external service providers or internal maintenance staff. Maintain records of maintenance activities, expenses, and scheduled inspections for company housing.

Position Working relationships.

  1. Management Team: You will work closely with the management team to understand organisational goals, receive approvals for procurement orders, and provide regular updates on administrative tasks and inventory management.
  2. Office Staff: Collaboration with office staff is essential for coordinating meeting room setups, ensuring cleanliness and organisation, and addressing any administrative needs that arise during daily operations.
  3. Facilities Management: You will liaise with facilities management personnel to address maintenance issues, ensure the functionality of office equipment, and manage the setup of training rooms and activity areas as required.
  4. External Suppliers: Interaction with external suppliers is necessary for procuring office supplies, groceries, personal protective equipment (PPE), uniforms, and other necessary items. You will communicate order requirements, negotiate pricing, and ensure timely delivery of goods.
  5. Service Providers: For tasks related to company vehicle management, you will engage with service providers for vehicle servicing, repairs, and maintenance. Clear communication and scheduling coordination are crucial to ensure the reliability and safety of company vehicles.
  6. Clients: In the context of client services, you may interact with clients or their representatives to coordinate grocery orders, address concerns, and maintain records of orders and invoices.
  7. Human Resources: Collaboration with the human resources department may be required for tasks such as employee ID card issuance, uniform distribution, and maintaining personnel records related to administrative matters.
  8. Finance Department: Interaction with the finance department may occur for tasks such as obtaining approvals for procurement orders, managing budget allocations for groceries and supplies, and ensuring accurate record-keeping of expenses.

Skills and Experience

  • Bachelor’s degree in Business Administration or related field preferred.
  • Proven experience in administrative roles, preferably in a similar capacity.
  • Strong organisational skills with meticulous attention to detail.
  • Excellent communication and interpersonal abilities.
  • Proficiency in Microsoft Office Suite and familiarity with inventory management systems.
  • Ability to multitask and prioritise tasks effectively in a fast-paced environment.
  • Knowledge of procurement processes and inventory control principles.
  • Experience working with Data-Base, CRM and Digital Platforms.
  • Strong organisational skills with the ability to work with KPIs.
  • Flexible and able to work effectively within a changing environment.
  • High computer literacy including proficiency in the Microsoft Suite
  • Current Police and Working with Children Checks and not a prohibited person in relation to the NDIS Worker Screening Database.
  • Valid driver’s license and clean driving record may be required.

Key Performance Indicators (KPIs):

Procurement and Inventory Management:

Percentage of PPE and stationery orders placed accurately and within budget.

Inventory turnover rate for PPE, stationery, and other supplies.

Percentage of stockouts or shortages avoided through effective inventory management.

Client Satisfaction:

Feedback from clients regarding the accuracy and timeliness of grocery orders.

Percentage of grocery orders placed and delivered without errors.

Resolution time for client concerns related to grocery orders.

Vehicle Management:

Percentage of vehicles serviced and maintained according to schedule.

Number of vehicle-related incidents or breakdowns reported.

Compliance with company vehicle usage and parking policies.

Administrative Documentation:

Accuracy and completeness of administrative records, including procurement orders, inventory logs, and vehicle service records.

Timeliness of updating and maintaining documentation in relevant systems or databases.

Cost Efficiency:

Percentage of procurement orders placed within budget constraints.

Cost savings achieved through negotiation with suppliers or identification of lower-cost alternatives.

Reduction in unnecessary expenses related to office supplies, groceries, or vehicle maintenance.

Overall Performance:

Performance evaluation ratings from supervisors or managers.

Achievement of individual and departmental goals related to administrative efficiency and effectiveness.

Contribution to the overall success and productivity of the organisation.

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To apply for this job please visit www.seek.com.au.