Executive Assistant

What we are looking for:

• A hands-on Administration & Operations Coordinator / Office All-Rounder with strong organizational, secretarial and customer liaison skills, practical office management experience and basic bookkeeping competence.
• Experience with Xero, Excel, invoicing and supplier/customer accounts would be highly desirable.
• The person must be reliable, commercially aware, proactive and comfortable working independently — a genuine worker who follows tasks through to completion.

Accounts, invoicing and financial control

• Administer accounts payable and receivable, invoicing and routine reconciliations in coordination with our accounting team.
• Issue customer statements, follow up overdue receivables, investigate discrepancies and resolve account queries.
• Check that every fulfilled order has been invoiced, and flag overdue, missing or inaccurate invoices.
• Record purchase costs, selling prices and gross profit margin on every sale; escalate low-margin or loss-making transactions.

Quotations, customers and sales follow-up

• Keep a chronological register of quotations, customer contacts, values, dates, status and next follow-up actions for the Operations Director.
• Ensure all quotations receive a timely follow-up and report outstanding opportunities.
• Compile and maintain previous and current customer lists; contact customers about open quotes, repeat orders, ongoing work and future projects.
• Maintain accurate contact records and identify opportunities for Tim to personally pursue.

Supplier and purchasing administration

• Build and maintain a supplier database and ongoing supplier correspondence.
• Prepare, send and track purchase orders, confirmations, lead times and delivery arrangements.
• Follow up supplier accounts, product offers and updated purchasing prices.

Document, brand and project control

• Maintain a Building Gear brand file containing approved logos, templates, company information and marketing assets.
• Keep separate, clearly organised files for each live project, with quotes, purchase orders, correspondence, invoices and delivery records.
• Confirm deliveries with customers, document confirmations and promptly investigate discrepancies.
• Provide the Operations Director with a concise daily or weekly action summary of outstanding quotations, unpaid invoices, purchase orders, unconfirmed deliveries, orders not yet invoiced, new leads and margin exceptions.