POSITION DESCRIPTION
 

 

Business	JAR Fumigation Pty Ltd
Position Title	Administration Assistant
Reports To	Managing Director
Employment Type	Full-Time / Part-Time (to be confirmed)
Location	Burren Junction NSW 2386 / Remote as negotiated
Award	Clerks — Private Sector Award 2020 [MA000002]
Document ID	JD-AA-001  |  Version 1.0  |  April 2026

 

1. About JAR Fumigation

JAR Fumigation Pty Ltd is a mobile fumigation contractor operating across New South Wales and Queensland. The business provides phosphine grain fumigation (silo and bunker/tarp), sulfuryl fluoride fumigation, and residual spraying services to commercial and domestic clients. With a small, specialist team in the field, the business relies on strong administrative support to keep operations running smoothly and compliantly.
 

The Administration Assistant is a pivotal support role within JAR Fumigation. This position is the operational backbone of the business — ensuring the Managing Director and field team can focus on delivering safe, compliant, and high-quality fumigation services to clients.

The role owns the day-to-day administrative, financial, customer service, and compliance functions of the business. The right person will be organised, proactive, and comfortable working with a high degree of autonomy in a small business environment.
 

Scheduling & Coordination

• Manage and maintain the operations schedule for all field staff and jobs
• Coordinate bookings, service appointments, and travel logistics
• Communicate schedule changes to clients and staff promptly
• Ensure the MD is briefed on daily and upcoming priorities

CRM Management

• Maintain accurate and up-to-date client records in the CRM system
• Track job history, client communications, and follow-up actions
• Generate reports and client lists as required

Customer Service

• Act as the first point of contact for client enquiries via phone and email
• Respond to client queries professionally and promptly
• Manage client relationships to support retention and satisfaction
• Handle complaints or escalations, resolving where possible or escalating to the MD

Invoicing, Quoting & Statements

• Prepare and issue accurate quotes to prospective and existing clients
• Generate and send invoices following job completion
• Produce and distribute client statements on a weekly basis
• Follow up on outstanding accounts and manage debtor communications
• Liaise with the bookkeeper or accountant as required

Inventory Management & Purchasing

• Monitor stock levels for chemicals, consumables, and PPE
• Place purchase orders with suppliers when stock reaches reorder levels
• Coordinate receipt and storage of deliveries
• Conduct monthly stocktakes and reconcile against records
• Maintain supplier contact lists and preferred vendor information

Fleet Management

• Track vehicle registrations, insurance, and service schedules
• Coordinate vehicle servicing, repairs, and compliance checks
• Maintain fleet records, including odometer logs and fuel expenses
• Liaise with insurers and service providers as required

Insurance Policy Management

• Maintain a register of all business insurance policies and renewal dates
• Coordinate renewals and communicate with brokers or insurers
• Support the MD with claims administration as required

Business Development Support

• Assist with marketing activities, including social media, email campaigns, and content
• Support recruitment processes, including posting ads, screening applications, and coordinating interviews
• Assist with preparing proposals, capability statements, and client presentations
• Identify and record new business opportunities for the MD to action

WHS Systems & Practices

• Support the implementation and maintenance of the WHS management system
• Maintain WHS registers, including licences, training, incidents, and inspections
• Distribute and file Safe Work Method Statements (SWMS) and related documents
• Track staff licence renewals and flag upcoming expiries to the MD
• Assist with incident reporting and record keeping in accordance with legislative requirements

 

Essential	Desirable
Proven experience in a broad administration role	Experience in agriculture, trades, or a field services business
Strong written and verbal communication skills	Familiarity with WHS management systems
Proficiency in Microsoft Office (Word, Excel, Outlook)	Experience with Xero or similar accounting software
Experience with invoicing, quoting, and accounts receivable	Knowledge of the pest control or fumigation industry
High level of accuracy and attention to detail	Experience supporting a small business owner or director
Ability to prioritise and manage competing demands	CRM software experience
Comfortable working independently with minimal supervision	Certificate III or IV in Business Administration

The ideal candidate will demonstrate the following personal qualities:

• Proactive and self-directed — gets things done without being asked twice
• Highly organised with strong time management skills
• Reliable and consistent — the team can count on you
• Approachable and professional when dealing with clients and suppliers
• Discreet when handling confidential business information
• Adaptable — comfortable wearing many hats in a small, busy business
• Genuine interest in contributing to the growth of the business

This role is based at Burren Junction, NSW, with flexible arrangements considered for the right candidate. The business operates across regional NSW and QLD, meaning there may be occasional requirements to support interstate operations, manage time zone variations, or assist with logistics outside standard hours.

I have read and understood the requirements of this position.

Employee	Managing Director
Name: ________________________________ Signature: ____________________________ Date: _________________________________	Name: ________________________________ Signature: ____________________________ Date: _________________________________

 

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