Administration Officer

The primary purpose of this role is to support Supagas Branches, Customer Service and Corporate teams with all administrative duties with a special focus on keying orders

Role and Responsibilities

Key Accountabilities:

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Embody the Supagas Safety Vision “Think SAFE, Work SAFE, Live SAFE” and Safety Expectations within all facets of the site and role

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Ensure a safe workplace for all staff, visitors and customers reporting all risks / hazards / incidents / near misses and accidents.

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Actively participate and facilitate safety risk assessments including Ready for Start-up Review (RFSR), HAZOP, MOC, HAZID and Design reviews

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Participate in the Emergency Response Plan (ERP) and help facilitate activities that are planned for the site.

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Understand the Supagas Critical Risks, the Controls and Enablers as per the Critical Risk Handbook and how they pertain to your role.

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Ensure all staff, visitors and contractors operate within Supagas safety rules including Permit To Work (PTW) requirements

Communication and Safety:

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Communicate and promote the Supagas philosophy of customer satisfaction through the "Yes We Can" value commitment.

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Promote and encourage a Safety-First approach

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Have a clear understanding of the Safety Management System and ensure that all personnel under the control of this position have been trained in its operation

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Reporting all risks / hazards / incidents / near misses and accidents

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Removing or modifying any unsafe processes or systems

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Report any hazards or problems immediately to your Supervisor at all times

Administrative responsibilities

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Key orders received accurately and timely - online orders, email / fax orders

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Open new Customer accounts in Pronto and complete post account creation activities

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Update GSA & BSA resigns information in Pronto

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Ensure all additional location set up requests are actioned

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Ensure all additional products set up requests are actioned

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Ensure all change of details requests for address, phone etc are actioned

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Take first order payment where required

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Investigate and process manual adjustment requests

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Balance batches for Branches in a timely manner

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Pass on all customer requests to the appropriate departments and employees as necessary

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Handle enquiries in a professional manner, ensure follow-through and finalize all enquiries

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Liaise with Customer Service Manager / Supervisor on all unresolved and dissatisfied customer issues that need to be escalated if cannot be handled at the time

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Ensure Customer retention where required via non-verbal communication

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Consult with Manager to develop and implement plans for improving and achieving service to all internal and external customers.

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Ensure all record keeping is correct and timely e.g. Customer notes etc.

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Show initiative to constantly improve personal knowledge of all gases

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Work in a team environment and work together and maximise the productivity of the team

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Other tasks assigned by Manager as required from time to time

Customer and Stakeholder Collaboration

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Ensure customer requests are addressed efficiently, working with internal stakeholders such as Operations, Sales, and Finance teams to resolve issues