Administration Assistant

Administration Assistant

Company: Johnson Controls, Inc. (operating as Gordon Brothers Industries - GBI) Location: Rydalmere Work Type: Full-time Work Arrangement: Onsite

Johnson Controls, a global leader in thermal management, mission-critical building systems, energy efficiency, and decarbonization, supports clients in leveraging energy more effectively, reducing carbon emissions, and achieving the precision and resilience needed in rapidly expanding sectors such as data centres, healthcare, pharmaceuticals, advanced manufacturing, and higher education. For over 140 years, Johnson Controls has delivered performance where it is critical, utilising advanced technology, lifecycle services, and an industry-leading field organisation to enhance customer performance, transform goals into tangible outcomes, and contribute to societal advancement.

Gordon Brothers Industries (GBI) is Australia’s largest industrial refrigeration company, with offices across all mainland states. GBI provides comprehensive, end-to-end industrial refrigeration solutions, encompassing design, construction, and full servicing for clients in industries including mining, chemical processing, food, and beverage.

The Role

GBI is seeking a dedicated and enthusiastic Administration Assistant to join our Sydney team. This position offers an opportunity to be part of a group with genuine career development prospects.

Key Responsibilities

• Provide administrative support to the service department and service technicians.
• Handle incoming phone calls and respond to enquiries.
• Create and issue service job requests.
• Prepare and issue customer invoices regularly.
• Complete accurate timecard data entry.
• Reconcile BOC accounts and monitor gas bottle status.
• Generate purchase orders for service technicians and engineers.
• Offer backup support to service administrators and main reception as required.
• Contribute to the ongoing improvement of internal systems and administrative processes.
• Develop Pronto Service “Training Module” documentation.
• Maintain licence and training records, equipment maintenance logs, and ARCTICK licence documentation.
• Collate supporting documentation, such as service reports and maintenance sheets.
• Manage filing systems and records for the Melbourne office.
• Request customer purchase orders before forwarding information to accounts.
• Communicate cost estimates to customers to secure purchase orders prior to invoicing.
• Receipt purchase orders into the system.
• Process goods returns in Pronto for supplier credits.
• Assist in managing the Work in Progress (WIP) report.
• Raise picking slips from the GBI store within Pronto.
• Issue stock from the Pronto inventory warehouse to jobs.

About You

Ideal candidates will possess:

• Previous administration experience in a comparable role.
• Strong customer service skills and a service-oriented mindset.
• A collaborative, team-focused approach.
• Proficiency with MS Office.
• Excellent written and verbal communication skills.
• Professionalism, initiative, and proactiveness.
• Strong time management and prioritisation abilities.
• The capacity to build positive relationships with both employees and customers.
• Multitasking capability and confidence in meeting deadlines.
• A self-motivated attitude and eagerness to learn.

Important Information

• Applicants must have current working rights in Australia.
• Pre-employment checks, including reference checks, medical assessment, criminal record check, and drug & alcohol testing, are part of the recruitment process.

What We Offer

This role presents an excellent opportunity for an Administration Assistant aiming for growth and development within a leading organisation. We provide diverse on-the-job learning opportunities and a competitive remuneration package. We encourage applications from individuals who take pride in high-quality work and are passionate about contributing to a growing team.

Learn more about us at www.gordonbrothers.com.au.

Application Process

If you believe you possess the required skills and attributes and are ready to advance your career, please submit your resume and a cover letter.

Only shortlisted candidates will be contacted.