OFFICE MANAGER

Company: ZENSUN ENERGY PTY LTD

Position: Office Manager

Industry: Renewable Energy / Solar / STC Services

About Zensun Energy

Zensun Energy Pty Ltd operates within Australia's renewable energy and solar industry and is an approved Registered Agent involved in Small-scale Technology Certificate (STC) activities.

The company works with solar retailers, installers and other industry participants to coordinate STC documentation, submissions, administrative processing, compliance records and related business operations.

We are seeking an experienced Office Manager to manage the company's day-to-day office administration, staff, resources and operational processes, including administrative activities associated with our STC operations.

Key Duties and Responsibilities

The Office Manager will be responsible for:

1. Contributing to the planning and review of office services and establishing priorities and office service standards.
2. Allocating human resources, office space, equipment and other resources according to operational requirements.
3. Assigning duties to administrative staff and monitoring their work performance.
4. Managing office records, accounts, correspondence and administrative documentation.
5. Liaising with management, accountants, solar retailers, installers, suppliers and other professionals to coordinate business activities and resolve operational matters.
6. Ensuring office equipment, software systems and supplies are appropriately maintained.
7. Ensuring compliance with workplace health and safety requirements.
8. Ensuring administrative operations comply with relevant government legislation, company policies and internal procedures.
9. Coordinating personnel activities including recruitment, onboarding, payroll administration, staff training, performance management and supervision.
10. Establishing and maintaining administrative procedures and internal office workflows.
11. Preparing operational reports and providing administrative support to company management.
12. Maintaining confidential company, customer, installer and employee records.

STC & Renewable Energy Administration Duties

As Zensun Energy operates as a Registered Agent in the STC industry, the Office Manager will also coordinate the administrative operations supporting the company's STC activities, including:

1. Coordinating the day-to-day administrative workflow for Small-scale Technology Certificate (STC) submissions and processing.
2. Managing and maintaining records received from solar retailers, installers and other business partners.
3. Coordinating collection and organisation of installation documentation required for STC processing.
4. Ensuring STC-related documents are correctly stored, maintained and available for internal review.
5. Coordinating administrative checks of customer, installation and system information before matters are progressed through the company's STC workflow.
6. Maintaining registers and records relating to STC applications, submissions, processing status and supporting documentation.
7. Coordinating with solar installers and retailers regarding missing, incomplete or incorrect documentation.
8. Monitoring outstanding STC files and allocating follow-up activities to relevant administrative staff.
9. Supervising administrative staff involved in STC data entry, document checking, records management and submission preparation.
10. Coordinating internal workflows for STC applications requiring additional information or administrative correction.
11. Maintaining installer and retailer account information and related business records.
12. Coordinating the storage and management of installation photographs, invoices, declarations, serial-number records and other supporting documents received by the company.
13. Assisting management in implementing procedures designed to maintain accurate and complete STC records.
14. Coordinating responses to administrative enquiries from installers, retailers, customers and relevant industry stakeholders.
15. Monitoring STC processing workloads and allocating staff and resources according to business priorities.
16. Preparing STC operational reports for management, including pending applications, completed submissions, outstanding documentation and processing volumes.
17. Maintaining internal procedures, checklists and administrative controls for the company's STC operations.
18. Coordinating staff training relating to STC administrative processes, record keeping and company procedures.
19. Supporting management with preparation and maintenance of records required for audits, reviews and compliance activities.
20. Ensuring staff follow approved company procedures when handling STC-related documents and information.
21. Liaising with relevant professionals and industry participants to assist with resolving administrative and operational issues affecting STC processing.

Skills and Experience

The successful applicant should have:

1. Experience in office management, administration or business operations.
2. Strong staff supervision and workflow-management skills.
3. Excellent organisational and record-keeping abilities.
4. Strong attention to detail.
5. Ability to manage high volumes of documentation and administrative transactions.
6. Experience with CRM, document-management or business administration systems.
7. Good written and verbal communication skills.
8. Ability to communicate professionally with customers, installers, retailers and external stakeholders.
9. Understanding of workplace compliance and administrative procedures.
10. Ability to manage multiple priorities and deadlines.

Experience within the solar, renewable energy, STC, electrical or energy industry will be highly regarded.