Administration Assistant

Role Overview

• Manage and organize a high-volume inbox
• Respond to or triage inbound email enquiries professionally and promptly
• Ensure timely follow-ups and prevent missed opportunities
• Field inbound phone calls with confidence and professionalism
• Handle client enquiries and provide accurate information or direct them accordingly
• Maintain a high standard of customer service at all times
• Prepare and send fee proposals and quotations
• Ensure accuracy, clarity, and timely delivery of all client-facing documents
• Book and coordinate appointments, meetings, and consultations
• Manage calendars and ensure efficient scheduling
• Conduct basic client follow-ups
• Chase required information from consultants, contractors, or clients
• Assist in coordinating ongoing projects and tracking progress
• Use project management tools (Accelo, is the primary software. Training provided)
• Help improve workflows and administrative processes
• Maintain organized records and documentation
• Provide ad hoc administrative support as the business continues to grow
• Identify opportunities to improve efficiency and support business scalability

Requirements

• Proven experience in an Administration Assistant or similar role (mid to senior level)
• Excellent written and verbal English communication skills
• Strong professionalism and client-facing communication ability
• Confident handling phone calls and client interactions
• Experience managing inboxes, enquiries, and administrative workflows
• Strong organizational skills with high attention to detail
• Ability to think critically, prioritize tasks, and work independently
• Experience with project management or task management tools (e.g., Accelo, Asana, Monday.com or similar)
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Experience with invoicing and Xero software will be favourable.