The role of Office Administrator / PA includes but is not limited to the following tasks:
Administration
Monitor stationery stock levels and place orders when required.
Answer telephone and direct enquiries to relevant staff or process request/enquiry yourself.
Troubleshoot computer/printer issues and make arrangements for repairs etc with relevant technicians if required.
Co-ordinate couriers for local and national distribution of products.
Ensure Alpine Fresh is receiving good quality, value for money services from all providers and suppliers.
Provide administrative support to staff in Wellington sales office.
Troubleshoot accounts enquiries in Rosie's (accounts) absence.

Sales Support
Keep record of staff sales for commission payments.
Prepare proposals, quote documents and contractual agreements as required.
Develop and update sales information when required.
Ensure that the Sales Team is aware of all new developments in terms of water coolers and relevant products as soon as the information is made available.
Draft and proof sales correspondence.
Enter follow-up information into CRM database.
Liaise with Student Job Search and co-ordinate survey staff during surveying seasons.

Contracts, Installation, Repairs, Servicing and Cup Orders
Enter contract details into computer systems.
Work alongside Lesley to co-ordinate local and national installations.
Advise clients on temporary repair measures for malfunctioning coolers.
Liaise with Lesley and Brent (installer) to have repairs carried out within 24 hrs of initial contact.
Co-ordinate 6-monthly services and annual filter changes, keeping all clients up to date.
Enter all completed installation/repair information into relevant computer programs.
Fill cup and filter orders and produce MYOB invoices for said orders in Lesley's absence.

Stock, Importing
Monitor and maintain adequate stock levels, keeping aligned with numbers of coolers on-hand and up-coming installations.
Build and maintain relationships with current and potential suppliers.
Liaise with Australian suppliers and import agents to ensure smooth importation and delivery of cooler orders
PA to Managing Director
Make Mike a cup of green tea on his arrival each morning.
Liaise with Mike in regard to sundry issues that need to be addressed.
Proof read and type outgoing correspondence.
Ensure all outgoing correspondence is dispatched at a suitable time to meet deadlines.
Ensure correct proposal/quotation/contractual information is available to Mike prior to his sales meetings.
Co-ordinate Mike's out-of-town appointments (usually made by Sales Team) and ensure suitable travel, accommodation and transport arrangements are in place.
Computer Programs/Applications Used Daily
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft Access - CRM Database

General Office Duties
Opening office each morning - general housekeeping, cups of tea, check and distribute faxes, check answer-phone, make sure Mike's desk is tidy & bin emptied before he arrives.
Closing office each night - general housekeeping, ensure everything is turned off, close all windows, paper in fax machine, lock up and set alarm (downstairs).
Daily - check plants are watered, floor and surfaces clean and tidy, incoming orders put away, stock room in order, rubbish, recycling & shredder cleared. Monitor tea bag/coffee levels etc and visit supermarket to replenish. Monitor, distribute and balance petty cash.