Job Description
Location
Sydney NSW 2000
Full job description
Company Overview: Hamilton Company is a worldwide leader in the design and manufacture of manual, semi-automated and robotic products for precision fluid measuring. We specialize in the development, manufacturing and customization of precision measurement devices, automated liquid handling stations, and sample management systems. For more than 60 years, Hamilton has been satisfying customer needs by combining quality materials with skilled workmanship, ensuring the highest level of performance of every precision fluid measuring device we manufacture. Responsibilities:
The Administrator for the Hamilton Australia office is responsible for providing a variety of services and support to the Hamilton Company Australian team. Will need to provide top level clerical support which includes accurate and timely accounting and financial tasks that are critical to the successful workflow of the office. The Administrator will work onsite in the Sydney, Australian office supporting the sales and service teams. Specific responsibilities include, but are not limited to:
Active participation in the management of the office, including handling of all clerical tasks.
Accurate accounting and management of all invoices, payments, and receipts.
Supporting the Logistics, Support Services, Sales, and Applications teams.
Ensure meeting spaces are properly requisitioned ahead of schedule.
Manage office equipment, supplies, and ordering of new equipment and supplies as needed.
Represent department managers or other senior-level officers in meetings, including taking notes and recordings as needed.
Process purchase requisitions as requested/needed.
Provide support and coordinate with Hamilton Reno on new employee onboarding.
Submit capital requests for new or existing employee laptop computers.
Booking and arranging travel, transport, and lodging for employees and customers.
Manage demo inventory, including instrumentation and associated parts.
Add new users to Resource Center and Sharepoint.
Maintain department territory maps and phone list.
Organize travel to customer meetings at the Reno headquarters including meal planning, travel accommodations, and conference room bookings.
Backup assistance for trade shows as well as yearly applications and sales meetings.
Ship literature for sales and outside distributors.
Coordinate annual order of Hamilton shirts for field apps/sales personnel.
Maintain licensing lists and renewals for Robotics: Linked in Navigator, Pluralsight, etc.
Logistics responsibilities include, but are not limited to:
Place purchase orders for Hamilton Company, Hamilton Storage, and third-party vendors.
Track instruments, accessories, consumables, and service parts.
Keep track of sales list.
Create quotations.
Manage customer orders and provide customer order confirmations.
Place orders with Hamilton Reno.
Issue invoices and delivery notes to customers.
Send shipping instruction to 3PL supplier.
Process received invoices (check and payment request to third party accounting firm).
Maintain inventory count (3PL Supplier and office).
Monthly reporting to third Party Accounting Firm and Hamilton Reno (submitting inventory list, sales report etc.)
Monthly reporting of sales, service sales, and costs to managers.
Check payment status from customers.
Maintain updated price list.
Issue project codes and registration in third party accounting firm.
Coordinate tool calibration (RMA request and shipment).
Process service contract renewals.
Support exhibitions (sending invitations, etc.)
Register time sheets and absences with third party accounting firm.
Other duties as assigned.
Qualifications:
Fluent in English (written and verbal).
Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel.
Experience managing an active office.
Excellent accounting and financial skills.
Experience using business email services, such as Microsoft Outlook.
Comfortable multitasking and handling multiple requests from different individuals and departments.
Ability to work quickly, efficiently, and effectively in a potentially high stress environment.
Strong communication skills that include being self-motivated when managing communication channels.
Highly organized and capable of creating organizational systems that others can easily utilize.
Previous experience with common office equipment, such as modern phone systems, fax and copy machines.
Education/Experience:
Two (2) year degree or above or specialized school degree in Finance or English required.
Minimum of five (5) years of experience working in an administrative/clerical field required.
Logistics experience required.
Accounting/financial experience required.
Experience dealing with customers and distributors required.
Experience working for dealers, manufacturers, or distributors for foreign companies preferred.
About Hamilton:
Diverse portfolio of exciting and innovative design projects
Tremendous opportunities for professional growth
Commitment to sustainable design
Competitive compensation
Excellent Benefits Package
Solid stable company
Drug-free workplace
Sydney NSW 2000
Full job description
Company Overview: Hamilton Company is a worldwide leader in the design and manufacture of manual, semi-automated and robotic products for precision fluid measuring. We specialize in the development, manufacturing and customization of precision measurement devices, automated liquid handling stations, and sample management systems. For more than 60 years, Hamilton has been satisfying customer needs by combining quality materials with skilled workmanship, ensuring the highest level of performance of every precision fluid measuring device we manufacture. Responsibilities:
The Administrator for the Hamilton Australia office is responsible for providing a variety of services and support to the Hamilton Company Australian team. Will need to provide top level clerical support which includes accurate and timely accounting and financial tasks that are critical to the successful workflow of the office. The Administrator will work onsite in the Sydney, Australian office supporting the sales and service teams. Specific responsibilities include, but are not limited to:
Active participation in the management of the office, including handling of all clerical tasks.
Accurate accounting and management of all invoices, payments, and receipts.
Supporting the Logistics, Support Services, Sales, and Applications teams.
Ensure meeting spaces are properly requisitioned ahead of schedule.
Manage office equipment, supplies, and ordering of new equipment and supplies as needed.
Represent department managers or other senior-level officers in meetings, including taking notes and recordings as needed.
Process purchase requisitions as requested/needed.
Provide support and coordinate with Hamilton Reno on new employee onboarding.
Submit capital requests for new or existing employee laptop computers.
Booking and arranging travel, transport, and lodging for employees and customers.
Manage demo inventory, including instrumentation and associated parts.
Add new users to Resource Center and Sharepoint.
Maintain department territory maps and phone list.
Organize travel to customer meetings at the Reno headquarters including meal planning, travel accommodations, and conference room bookings.
Backup assistance for trade shows as well as yearly applications and sales meetings.
Ship literature for sales and outside distributors.
Coordinate annual order of Hamilton shirts for field apps/sales personnel.
Maintain licensing lists and renewals for Robotics: Linked in Navigator, Pluralsight, etc.
Logistics responsibilities include, but are not limited to:
Place purchase orders for Hamilton Company, Hamilton Storage, and third-party vendors.
Track instruments, accessories, consumables, and service parts.
Keep track of sales list.
Create quotations.
Manage customer orders and provide customer order confirmations.
Place orders with Hamilton Reno.
Issue invoices and delivery notes to customers.
Send shipping instruction to 3PL supplier.
Process received invoices (check and payment request to third party accounting firm).
Maintain inventory count (3PL Supplier and office).
Monthly reporting to third Party Accounting Firm and Hamilton Reno (submitting inventory list, sales report etc.)
Monthly reporting of sales, service sales, and costs to managers.
Check payment status from customers.
Maintain updated price list.
Issue project codes and registration in third party accounting firm.
Coordinate tool calibration (RMA request and shipment).
Process service contract renewals.
Support exhibitions (sending invitations, etc.)
Register time sheets and absences with third party accounting firm.
Other duties as assigned.
Qualifications:
Fluent in English (written and verbal).
Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel.
Experience managing an active office.
Excellent accounting and financial skills.
Experience using business email services, such as Microsoft Outlook.
Comfortable multitasking and handling multiple requests from different individuals and departments.
Ability to work quickly, efficiently, and effectively in a potentially high stress environment.
Strong communication skills that include being self-motivated when managing communication channels.
Highly organized and capable of creating organizational systems that others can easily utilize.
Previous experience with common office equipment, such as modern phone systems, fax and copy machines.
Education/Experience:
Two (2) year degree or above or specialized school degree in Finance or English required.
Minimum of five (5) years of experience working in an administrative/clerical field required.
Logistics experience required.
Accounting/financial experience required.
Experience dealing with customers and distributors required.
Experience working for dealers, manufacturers, or distributors for foreign companies preferred.
About Hamilton:
Diverse portfolio of exciting and innovative design projects
Tremendous opportunities for professional growth
Commitment to sustainable design
Competitive compensation
Excellent Benefits Package
Solid stable company
Drug-free workplace
💡 Quick Summary
Seeking a career-building opportunity? The Administrator - Sydney, Australia position is now open for candidates interested in the Admin Executive sector. This role in Sydney offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
