Job Description: Invoicing Administrator | Shared Role Company Overview: Peter Jackson Plumbing is a reputable plumbing company based at 31 Kapiti Road, on the Kapiti Coast, proudly serving the Kapiti community for over 26 years.
We are Master Plumbers, certifying in plumbing, gasfitting, and drainlaying.
Our commitment is to provide top-quality service to our customers, striving to be the leading plumbing company on the Kapiti Coast.
Position Summary: The Invoicing Administrator plays a crucial role in the office by overseeing all aspects of invoicing related to quoted, estimated, and charge-up work.
This position requires strong attention to detail, excellent organisational skills, and the ability to multitask effectively.
The Invoicing Administrator will work closely with the Directors, Office Manager, Service Operations Administrator, Project Manager, and plumbing staff to ensure smooth and accurate invoicing processes.
Key Responsibilities: Process all invoices accurately and in a timely manner for quoted, estimated, and charge-up work.
Check assigned emails regularly and respond promptly to invoicing queries from clients.
Enter incoming invoices received from sub-trades into our system and upload them to the respective jobs.
Maintain strict confidentiality regarding all invoicing matters, including client information, staff details, and business operations.
Answer phone calls when other staff members are unavailable and provide assistance or direct calls as necessary.
Respond to any invoice-related queries from clients and provide them with necessary information or clarification.
Prepare and complete Argus reports for all plumbers, supporting the weekly wages process.
If required, input job details into the system and assign them to the Service Operations Administrator.
Conduct courtesy calls as needed to follow up on invoicing matters and ensure customer satisfaction.
Assist with general office administration tasks, including document filing and organisation.
Take responsibility for debt collection processes, ensuring overdue invoices are promptly addressed.
Follow through with warranty claims, coordinating with relevant parties to ensure timely resolution.
Request Gas Certificates | Electrical certs for jobs as required, maintaining compliance with regulations.
Manage gas stock within the office, ensuring availability and accuracy of records.
Send client reminders for scheduled gas servicing, promoting proactive maintenance.
What we need from you: Proficiency with numbers and strong mathematical skills.
Ability to remain calm and composed under pressure, displaying a customer-oriented approach.
Highly organised with excellent multitasking abilities, capable of efficiently managing multiple invoicing tasks.
Excellent administration and organisational skills, maintaining accurate records and documentation.
Excellent verbal and written communication skills, enabling effective internal and external correspondence.
Excellent telephone manner, demonstrating professionalism and delivering exceptional customer service.
Superb attention to detail, ensuring accuracy in invoicing and other administrative tasks.
Above-average computer skills, including proficiency in Word, Excel, Microsoft Office, and internet usage.
Ability to take instructions from business owners and work collaboratively within a team.
Proactive in managing time effectively, prioritizing tasks, and showing a high level of initiative.
Ability to work unsupervised, displaying self-motivation and accountability.
Flexibility and adaptability to thrive in a highly fast-paced environment.
Preferred, but not essential, experience in the plumbing or building industry.
Why Join Us: At Peter Jackson Plumbing, we're more than just a workplace – we're a supportive team that values your contributions.
Here's what you can look forward to: The chance to showcase your skills and make a real impact.
Working alongside a fantastic team who have your back.
Varied, challenging, and interesting work that keeps you engaged.
Fun social events including Christmas functions, fishing trips, team getaways, Friday drinks, and BBQs.
Be a part of a fantastic business making waves on the Kapiti Coast.
To Apply: If you're ready to take on this exciting opportunity, we want to hear from you!
Please send your cover letter outlining why you'd be perfect for this role, along with your CV.
Hours: Monday-Thursday 1.00-5.00pm | Friday 12.30-4.30pm Join us and be part of our fantastic team at Peter Jackson Plumbing!
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