Answer incoming calls professionally and ensure a positive first point of contact
Make outbound calls for scheduling, confirmations, follow-ups, and coordination
Take accurate messages and ensure timely communication of key information
Handle enquiries with clarity, patience, and a solutions-focused approach
Maintain professional and friendly communication across all interactions
Accurately prepare and issue client quotes and invoices in a timely manner
Monitor outstanding accounts and tactfully follow up on overdue invoices via phone and email to ensure steady cash flow
Process internal team requests and external client orders from start to finish, ensuring accuracy and clear communication throughout the lifecycle of the order
Maintain up-to-date and accurate customer records, financial entries, and order histories in our systems
Perform general administrative duties including data entry and document management
Maintain accurate records, databases, and internal systems
Organise files and ensure information is properly stored and easy to access
Support operational workflows and assist with day-to-day coordination tasks
Help streamline administrative processes where improvements are identified
Provide reliable support to internal teams to ensure smooth daily operations
Assist with basic coordination tasks across departments
Ensure tasks are followed through accurately and completed on time
Act as a dependable point of support for general business needs

Proven experience in administrative support, accounts receivable, sales support, customer service, or similar roles
Excellent attention to detail with strong organisational skills
Confident and professional phone manner
Strong written and verbal communication skills
Ability to manage multiple tasks and priorities efficiently
High level of reliability, accountability, and consistency
Comfortable working independently with minimal supervision
Experience using Xero Accounting Software is an advantage
Problem-solving mindset with a proactive approach to daily tasks

Administrative Assistant, Accounts Receivable, Sales Support

Key skills