Administration Assistant

About Haylix:

Haylix Pty Ltd is a growing, innovative, and client-focused Cloud Managed Service Provider (MSP) specializing in cloud infrastructure solutions. We have been operating successfully in Australia and NZ for more than 15 years. Our key value proposition is that we provide a ‘holistic’ service offering by building, automating, managing, and securing the cloud infrastructure of our clients across a range of industries.

Summary:

We are seeking a highly organized and detail-oriented Administration Assistant to join our team. The ideal candidate will provide essential support to various departments within our organization, ensuring smooth operations and efficient workflow. This role requires excellent communication skills, a proactive approach, and the ability to handle multiple tasks simultaneously. The Administration Assistant will play a crucial role in maintaining a productive and professional work environment.

Responsibilities:

Accounts Administration

• Provide comprehensive support to the Finance & HR Manager by administering accounts receivable and payable. This includes ensuring accurate and timely end-of-month reconciliations and invoicing to ensure financial accuracy.
• Effectively communicate with vendors and customers about invoices and payments, promptly resolve any issues or queries, and maintain positive relationships to enhance customer satisfaction and ensure timely payments.
• Regularly review and monitor aged receivables to identify overdue accounts, initiate follow-up actions for collection, and maintain accurate records of payment statuses to ensure healthy cash flow and minimize bad debts. This involves liaising with customers for prompt resolution of payment issues and escalating unresolved cases as necessary.

Human Resources Administration

• Support the HR Manager by maintaining accurate employee records, updating HR databases, and creating insightful HR reports.
• Assist the HR Manager in revising company policies and liaising with external partners to ensure legal compliance.
• Aid the HR Manager by addressing employee queries, and providing necessary information for accurate payroll processing.
• Support the HR Manager by arranging travel accommodations for employees.
• Actively participate in HR projects under the guidance of the HR Manager, contributing to their success.
• Support to Leadership Team
• Provide administrative support to the Leadership Team by coordinating meetings, preparing agendas, and compiling relevant materials, ensuring smooth execution of discussions and decision-making processes.
• Assist the Leadership Team with project-related tasks such as tracking project milestones, compiling progress reports, and facilitating communication between team members and stakeholders to ensure alignment with organizational goals and objectives.

SUMMARY OF ESSENTIAL KNOWLEDGE, SKILLS AND COMPETENCIES REQUIRED:

• Certificate IV in Business Administration or Bookkeeping & Accounting or equivalent experience.
• > 3-5 years of experience in a similar role.
• Proficient in using office software, including MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience working in an accounts receivable/ payable role.
• Proficiency In Xero Accounting Software.
• Knowledge of HR processes and practices.
• Proficiency in HR software and digital platforms.
• Proficiency in effective communication and coordination strategies.
• Exceptional communication abilities for clear and precise reporting.
• Strong administrative skills, including meticulous report compiling and efficient meeting scheduling.
• Proficient problem-solving skills for prompt issue identification and resolution.
• Exceptional collaboration skills within a team environment.
• Exemplary attention to detail and unwavering commitment to accuracy.
• Superior time management and organizational skills.
• Exceptional adaptability to evolving project requirements.
• Strong customer-centric mindset focused on prompt and effective issue resolution.

DESIRABLE KNOWLEDGE, SKILLS AND COMPETENCIES:

• Experience in the following tools will be looked upon favorably: (Employment Hero & SharePoint)
• Industry-specific knowledge relevant to the IT industry and/or MSP (Managed Services Provider) environment