Administrative Assistant

Receptionist / Administration Assistant

Electrical, Solar & Renewable Energy Industry
Part-Time | 3 Days Per Week | 9:00am–3:00pm
Monday, Tuesday & Thursday
Potential for hours to increase over time

About the Role

Uni-Industries is seeking a friendly, organised and reliable Receptionist / Administration Assistant to join our team on a part-time basis.

This is a varied role suited to someone who enjoys working with customers, keeping things organised and seeing tasks through from start to finish.

Working within the electrical, solar and renewable energy industry, you will be an important point of contact between our customers, technicians, suppliers and manufacturers. The role combines reception, customer service, warranty administration, accounts follow-up and general office support.

Previous experience within a trade, electrical, solar or service-based business would be highly regarded; however, training will be provided for the right person.

Key ResponsibilitiesCustomer Service & Reception

• Answer incoming customer calls and enquiries in a professional and friendly manner.
• Assist customers requesting electrical, solar, battery and related services.
• Handle initial enquiries from customers requesting quotations.
• Assist customers reporting system faults, warranty issues or service requirements.
• Gather the correct information from customers so enquiries can be allocated to the appropriate team member.
• Create new customer and job files.
• Maintain accurate and up-to-date information within customer records and job files.
• Communicate with customers regarding job progress, appointments, warranties and outstanding information.
• Work closely with our administration, sales and field teams to ensure customers receive consistent communication and service.

Warranty Administration

A significant part of this position involves coordinating warranty matters across the various brands and products we install.

Responsibilities include:

• Lodge warranty claims with manufacturers and suppliers across multiple brands.
• Maintain accurate records and notes throughout each warranty claim.
• Follow up outstanding warranty claims and ensure matters continue progressing.
• Keep customers informed of warranty progress where required.
• Register warranties for newly installed equipment where applicable.
• Coordinate the return of faulty equipment and parts to manufacturers or suppliers.
• Assist with arranging replacement equipment and warranty parts.
• Manage manufacturer product recalls and ensure affected customers are identified and contacted.
• Coordinate manufacturer buy-back, replacement and swap programs when applicable.
• Maintain accurate documentation relating to warranty claims, replacements and returns.

Accounts & Job Administration

• Follow up customers regarding outstanding accounts and unpaid invoices.
• Assist with general account administration and payment follow-ups.
• Create job cards and required documentation for Formbay/STC customers.
• Ensure job information and supporting documentation is correctly entered and maintained.
• Assist the administration team with keeping jobs progressing through the required stages.

General Administration

• Provide general administrative support to the wider Uni-Industries team.
• Assist with filing, documentation, data entry and record keeping.
• Learn and confidently use multiple software programs required for the day-to-day operation of the business.
• Follow established office processes and procedures.
• Identify missing information or outstanding tasks and proactively follow them up.
• Assist with additional ad hoc office duties as required.

About You

We are looking for someone who is:

• Friendly, professional and confident communicating with customers.
• Highly organised with strong attention to detail.
• Comfortable working in a busy trade/service environment where priorities can change throughout the day.
• Able to manage multiple open tasks and follow them through to completion.
• Confident using computers and willing to learn multiple software platforms.
• Able to accurately record customer conversations, job information and warranty updates.
• Comfortable following up customers, suppliers and manufacturers by phone and email.
• A team player who is also capable of working independently.
• Proactive and willing to take initiative rather than waiting to be prompted.
• Reliable and consistent in their work.
• Able to remain calm and professional when dealing with customers experiencing faults or service issues.

Experience

Experience in any of the following would be advantageous:

• Reception or administration
• Trade or construction administration
• Electrical, solar, air-conditioning or renewable energy
• Warranty or service administration
• Customer service
• Accounts receivable or invoice follow-up
• Job management software
• ServiceM8, Formbay, Xero or similar platforms

Industry-specific training can be provided, so we're also interested in applicants with strong administration and customer service skills who are keen to learn.

Hours

This position will initially be:

Monday, Tuesday & Thursday
9:00am–3:00pm
Approximately 18 hours per week

There is the potential for additional days and hours over time as the position and business requirements grow.

What We're Looking For

This isn't simply a front-desk position. We're looking for someone who can become a dependable part of our administration team and take ownership of their responsibilities.

The right person will understand that in a trade-based business, good administration happens behind the scenes — making sure customers are followed up, warranty claims don't sit unattended, job information is accurate, paperwork is completed and our technicians and office team have the information they need.

If you're organised, approachable, enjoy helping customers and like being the person who keeps things moving, we'd love to hear from you.

Pay: $30.00 – $35.00 per hour

Work Location: In person