Administration Assistant (Tolls and Infringements)

Overall Purpose: 

Focused on ensuring all Tolls and Infringements received are processed according to legally compliant company processes. Responsible for ensuring vehicles are correctly administered with the Toll provider, customers are on-charged for Tolls, Infringements are correctly transferred to the vehicle driver within the authority body timeframes and the necessary follow up with State and Local Council authorities occurs for reconciliations, and not escalations.

Essential duties and responsibilities:
Tolls and Infringements:
-Receive and capture infringements received by the business through the Evolve Infringements software
-Complete statutory declarations to nominate the driver and ensure these are submitted within the required deadlines
-Capture withdrawal notices and follow up on infringements when no withdrawal notice has been received via phone
-Maintain database (Evolve Infringements) with all infringements, stat decs and withdrawal notices
-Keeping notes updated in Evolve on steps taken. This will apply to fines where a withdrawal notice has not been received
-Regular follow ups with the issuing department to ensure fine is processed and withdrawn before due date
-For Queensland fines. If the fine has not been withdrawn in timeframe, contact will be made with customer via phone and email to arrange self-nomination of the infringement
-Charge admin fees to customers for processing the infringements
-Work with Operations staff to investigate client information which is incorrect
-Process toll charges through RTM system and follow up payment
-Administration of Toll charge account (Linkt) to ensure vehicles are added and removed in a timely manner
-Capture, pay and reconcile company tolls and infringements
-Maintain infringements@alphacompanies.com.au email to ensure all incoming emails are addressed in a timely manner

Process and Systems
-Identify ways to improve existing processes and systems and make recommendations to General Manager Claims

Other
-Reasonable ad hoc duties as requested

Knowledge, skills, and experience requirements:
-Experience in business administration role with reporting and liaison responsibilities with customers and third parties (Essential)
-Strong numeric and data analysis skills
-Microsoft Office skills with moderate proficiency using Excel for data reporting and analysis
-Excellent written and verbal communication skills for interpreting findings to different stakeholders
-Strong organisation and time-management skills
-Strong interpersonal, customer service and relationships skills
-Attention to detail, and able to provide accurate and timely daily/weekly/monthly reporting
-Ability to define problems, collect data, establish facts, and draw valid conclusions
-Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables
-Ability to work under pressure and to tight time frames
-Innovative and creative thinker, not restricted by existing or past paradigms.
-Professional image whilst maintaining a down-to-earth approach
-At all times constructive. Solutions focused
-Strives for excellence, identifying opportunities