Evergreen - Admin Assistant

Job Description This is a remote position. PERMANENT DAYSHIFT, WFH (Solar Industry) Admin Assistant Full Time (40 hours per week) VA RATE: 10$ AUD per hour Client : Solar industry Reports to: Admin HR & Business Manager (Joint Role) Language Standard: English (AUS) Primary Systems: Simpro, HubSpot, Salesforce, Corrigo, Scribe GENERAL WORK - Solar Installation Documentation - Energex and Greendeal Paperwork - General Administration Tasks - Stocktake - Compliance - Manage SWMS - Manage licenses, ensuring all are current and available - ⁠Manage Insurances - Client Portal Management - Salesforce Home Repair Portal - CPL Corrigo Role Purpose The Offshore Admin Assistant provides dedicated administrative support to the Admin HR and Business Manager. This role acts as the primary "Compliance Engine" for the business, ensuring that all regulatory paperwork, licensing, and client portal management are handled with 100% accuracy, maintaining the integrity of Evergreen Systems. Key Responsibilities 1. Compliance & Asset Management ● Licence Management: Maintain a master registry of all staff licences (Electrical, High Risk, White Cards). Proactively follow up renewals 30 days prior to expiry. ● SWMS Audit: Monitor and audit submitted Safe Work Method Statements (SWMS) for completeness and ensure they are correctly archived against the corresponding Job in Simpro. ● SWMS Creation: Create project specific SWMS as requested as per SOP ● Insurance Registry: Manage the company insurance portfolio, ensuring Certificates of Currency for Public Liability and Workers Compensation are current and available for audit. ● Stocktake Administration: Assist in reconciling physical stocktake data against Simpro records to ensure inventory accuracy and identify variances. 2. Solar Industry Paperwork ● Incentive Lodgement: Oversee the accurate preparation and submission of Greendeal (STCs) and Energex paperwork to ensure timely rebate processing and grid connection. ● Regulatory Compliance: Ensure all required state-based compliance forms and Electrical Safety Certificates are generated and filed within the system. 3. Client Portal & System Administration ● Portal Management: Act as the primary operator for the Salesforce Portal and Corrigo, maintaining real-time updates. ● Data Synchronisation: Ensure milestone updates in external portals perfectly mirror internal data held within the "Source of Truth" (HubSpot and Simpro). ● Knowledge Management: Use Scribe to maintain and update Standard Operating Procedures (SOPs) for all portal-related workflows. 4. Professional Standards ● Language: All written correspondence, system notes, and documentation must be maintained in professional Australian English (e.g., using "s" instead of "z" for organise, and "ce" for licence). ● Data Integrity: Maintain a "zero-error" approach to data entry to ensure the "Single Conveyor Belt of Data" remains unbroken.