Administration Clerk

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Administration Clerk

Summary of Role:
The role is a key part of the Fruit Master Farm Operations management team with a priority focus on industry best practice farm management to achieve sustainable and profitable produce sales.

Organisational Review:
• The Administration Clerk will assist the Finance Department in achieving its objectives by processing transactions through the Accounts Payable and Cashbook subsidiary ledgers in an accurate and timely manner. They will liaise with a range of staff across the organisation to help ensure administrative procedures are understood and followed.
• In support of quality control procedures, the clerk will ensure that all external and internal technical and competency requirements as to the delivery of merchantable quality in all company products are within specification, for all selected proprietary and commodity products as instructed and directed by direct reports..

Key Role Responsibilities:
• Accounts Payable
• Processing of supplier invoices and payments within computerized accounting systems.
• Respond to queries from suppliers.
• Raising purchase orders.
• Process monthly supplier payments.
• Liaise with managers and admin staff to ensure appropriate authorization levels are met.
• Reconcile creditors with statements and follow up on outstanding invoices
• Reconcile general ledger accounts to creditor invoices and payments
• Assist with end of month procedures;
• Assist with the production of financial reports;
• Other accounts/clerical based duties, as required.
Quality Control
• Validate quality processes by establishing product specifications and quality attributes; measuring production; documenting evidence; determining operational and performance qualification;
• Achieve quality control operational objectives by identifying and resolving problems; completing audits; determining system improvements; implementing change.
• Maintain appropriate chain of custody of samples submitted to the DC.
• Maintain an effective, on-going quality control program to measure and verify DC performance.
• Monitor daily operational performance of the DC and provide timely corrective action for out of control events.
• Track corrective actions for resolution and appropriateness.
• Meet data requirements for accuracy, precision and completeness.
• Maintain traceability of measurements.
• Maintain complete records of data and reports generated by the DC.
• Provide sufficient flexibility in routine methods and standard operating procedures to meet specific client data quality objectives.
• Maintain a data review process.
• Ensure that horticulture produce received from the Grower is of merchantable quality, fit for its purpose and meets the specifications for that Produce as to variety, quantity, pack type, box type and quality requirements as agreed to with our company procurement manager.
• Ensure all packaging, labelling and date coding, of pallet stock cartons received from a grower is reviewed for legal and customer compliance purposes.
• Ensure that for all or any part of a consignment of fruit received from a Grower that is quality control assessed as being of unmerchantable quality, not fit for its purpose and/or does not meet the specifications of fruit ordered from the grower, the non conforming fruit is rejected as a return transport to the grower or destroyed at the grower’s written instruction
• Ensure all packaging, labelling and date coding of fruit cartons to be dispatched are reviewed for legal and customer compliance purposes.
QA Systems
• Ensure that horticulture produce received from the Grower is of merchantable quality, fit for its purpose and meets the specifications for that Produce as to variety, quantity, pack type, box type and quality requirements as agreed to with our company procurement manager.
• Ensure all packaging, labelling and date coding, by the grower of received cartons is reviewed for legal and customer compliance purposes.
Warehouse IT
• Ensure adherence and compliance to software input processes and procedures to facilitate fruit carton traceability, rotation of pallet stock, quality control acceptance of fruit and accurate location of grower fruit cartons from grower farm to customer location.
• These processes include but are not limited to scanning of receival pallets, dispatch pallets, managing pallet barcodes of grower pallet stock, reviewing the ageing and cold room storage rotation of pallet stock,
Core Skills & Experience:
• Prompt and effective processing of accounting and related transactions, queries and follow-up on a daily basis.
• Efficient and timely processing of internal and external transactions and other activities both between staff members as well as with third parties.
• Effectively and efficiently report/resolve problems and deal with day-to-day issues.
• Ensure all accounting and related transactions are completed within the specified time frames.
• Strict adherence to policies, procedures and systems at all times.

Special Skills and Knowledge
• Availability on call during after hours, weekends and public holidays if required
• Basic computer skills and familiarity with the Microsoft Excel, Word and Outlook applications.
• Sound knowledge of administration practices with at least three years’ relevant experience.
• Exposure to computerised accounting systems.
• Experience in working with Microsoft Office (Excel, Word and Outlook).
• Good spoken and written communication skills.
• A high level of accuracy and attention to detail.
• Ability to remain calm under pressure and to meet multiple tasks and deadlines
• Effective and efficient communication skills to follow instructions. 
• Display a skilled and polite manner in representing the group showing honesty, integrity and reliability at all times.
• Strong ability to foster company culture relationships
• Experience in communicating change and delivering tasks to deadline
• Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages,
• Solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
• Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Specific to their job role and responsibilities all staff, including contract and temporary, are required to become familiar with and work in accordance with relevant legislation (includes OHS&W), policies, procedures and systems as documented in the Workplace and Employment Policy Manual (includes OHS&W) and in the Records Management Policies and Procedures. This includes any changes or amendments to policies, procedures and systems that may be made by WorkCover from time to time.

Please email resumes and cover letter to:



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  • Administration & Office Support - Administrative Assistants
  • Administration & Office Support - Client & Sales Administration
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Emerald, Queensland, 4720, Australia

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