Back Office Assistant

About Us:Norditube is a leading provider of innovative trenchless rehabilitation solutions across Australia and New Zealand. We specialize in cutting-edge technologies that repair and upgrade underground infrastructure with minimal surface disruption, saving time, money, and the environment. Our team is dedicated to delivering exceptional service and high-quality results for our clients in the municipal, industrial, and private sectors.Join us in a supportive role that is critical to our operations and success.Position Overview:We are seeking a highly organized and proactive Back Office Administrator to join our dynamic team. This pivotal role supports our operational, sales, and project management teams by ensuring smooth and efficient back-office functions. The ideal candidate will be a meticulous multitasker with excellent communication skills, capable of managing a diverse range of responsibilities from project support to client liaison and administrative duties.Key Responsibilities:Project Management Support:Assist project managers with the coordination and documentation of ongoing projects.Prepare and maintain project documentation, including work packs, schedules, and progress reports.Track project timelines and milestones, providing administrative follow-ups to ensure deadlines are met.Facilitate communication between project teams, clients, and suppliers.Customer Order Management:Act as a key point of contact for customer inquiries and order updates.Process customer orders accurately in the company system.Manage the order-to-cash process, including issuing quotes, sales orders, and invoices.Provide timely updates to clients on order status and delivery schedules.Logistics and Customs Clearance:Coordinate with freight forwarders and logistics providers to arrange shipments of equipment and materials, both domestically and internationally.Prepare and manage shipping documentation (e.g., bills of lading, packing lists, certificates of origin).Liaise with customs brokers to ensure smooth and timely clearance of imported goods.Track shipments and update relevant internal teams on status.Tender and Bid Preparation:Provide administrative support for the preparation of tender and bid proposals.Compile and format tender documents, ensuring all necessary forms and questionnaires are completed.Coordinate the collection of required information from technical, commercial, and management teams.Assist in the final production, packaging, and timely submission of bids.General Administration:Perform general office duties including managing phone calls, emails, and correspondence.Maintain organized electronic and physical filing systems.Order office supplies and manage inventory of marketing materials.Provide support to senior management and other team members as required.Qualifications and Experience:Proven experience (2+ years) in an administrative, coordinator, or back-office support role.Experience in project support, logistics, or a similar technical industry is highly advantageous.Proficiency in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is essential.Experience with CRM or project management software is a plus.Strong understanding of logistics and customs processes is desirable.Skills and Attributes:Exceptional organizational and time-management skills with the ability to prioritize a varied workload.Meticulous attention to detail and a commitment to accuracy.Excellent written and verbal communication skills.Strong problem-solving abilities and a proactive approach to tasks.Ability to work effectively both independently and as part of a team.High level of discretion and confidentiality.