News

We’re hiring! Administration Officer role available

Posted on

d5b39326907ff71dbc321f94d2031063_hiring-restorative-justice-were-hiring-clipart_1066-738Are you ridiculously organized? Do you eat to-do lists for breakfast and spit them out before lunch, and then get cravings to finish off another to-do list before afternoon tea? Do you believe variety is the spice of life? Sick of menial roles where you don’t get a chance to make a difference and your suggestions fall on deaf ears? Do you want to be the vital cog that makes all the wheels turn in a small business?

Our amazingly talented and ever reliable Admin guru Megan is heading off to her dream job after smashing her uni degree for six, so we’re seeking an equally amazingly talented, reliable, and intelligent person to join our team, to fill the role of Administration Officer, taking care of a huge variety of tasks administrative tasks throughout the office and business. We’re a well-established and comfortably growing IT services provider, and we look after the IT requirements for small and medium businesses throughout Australia. This is a flexible position based in Malaga, WA, and we’re looking someone available for 30+ hours a week either over four or five days – we’re flexible.

The role has exposure to just about every area of the business, and, working with our entire team you will be responsible for activities listed below, including first point of contact duties, contract editing and review, entry level book keeping duties in MYOB (training provided if required), purchasing, marketing, making people feel awesome, as well as assisting the Managing Director in the day to day business operations.

This role has the potential to develop into an Office Manager position for the right person within the next 18-24 months, with first point of contact tasks delegated to an office junior under your supervision. But you have to earn your stripes first.

*** SUPER IMPORTANT *** We’re expecting to receive a lot of applicants for this role, so, you’ll need to get our attention somehow. How is up to you. Plus, please tell us:

  • Why you’re an exceptional candidate,
  • What your biggest career success story is,
  • What your biggest stuff up at work has been and the lessons it taught you (don’t stress, we all make mistakes).

Responsibilities include…

Reception / First Point of Contact

  • Talking. You’ll be doing a lot of talking, via phone, face to face, and email. You need to be able to write clearly, be friendly, have amazing phone manner, and be a delight to deal with.
  • Receptionist tasks such as call taking, mail runs, liaising with couriers, and other typical front-of-house tasks, tea and coffee prep for visitors

General administrative

  • Assisting the MD in day to day activities, such as calendaring, scheduling, communications, data entry
  • Assisting our technical team with administrative tasks and non-technical tasks
  • Assisting to maintain our service agreement register & billing
  • Invoicing work completed by the technical team, and reporting of products and services to clients
  • Engaging with new clients to get all of their details into our systems, helping with the client onboarding process, making them feel welcome!

Marketing

  • One day each week dedicated to marketing the company
  • Implementing the existing marketing plan
  • Developing new marketing strategies for our WA and Tasmanian offices
  • Measuring the results of marketing efforts
  • Arranging gifts and rewards for clients and suppliers

Day to day book keeping & financials

  • Book keeping tasks with MYOB
  • Assisting with accounts payable and accounts receivable
  • Assisting with bank account reconciliations
  • Making sure our bills are paid on time and our clients pay us on time
  • Processing of internal forms such as expense claims, petty cash reconciliations
  • Assisting MD with cash flow forecasts and budgeting

Purchasing

  • Sourcing and purchasing inventory and computer components
  • Maintaining our purchase order log
  • Finding out where the order from Sydney has gone and why it is taking so long

General

  • Maintaining common areas tidy throughout the day and week, eg. preparing boardroom for meetings, keeping reception lobby tidy
  • Assisting to develop our operational procedures to ensure clients receive an experience that makes them go “wow!” each time they work with us
  • Plus much more!

You …

  • Must be eligible to work in Australia
  • Must have at least two years proven experience in similar roles in small or medium business
  • Must thrive for superb customer service and client satisfaction!
  • Must be able to work unsupervised, and take initiative
  • Must possess good knowledge of Microsoft Word and Excel
  • Must be tech-savvy, knowing your bits from your bytes
  • Must have a professional demeanor and personality
  • Must be a problem solver and able to think for yourself
  • Must have faultless attention to detail – dot the I’s and cross the T’s
  • Must be able to put yourself in the clients shoes and look at something from their perspective
  • Must have an amazing phone manner and be a delight to talk to, and have a professional yet friendly email manner
  • Must be well groomed and well dressed
  • Must have own vehicle and drivers license
  • Above all, you must be reliable, punctual, a team player, and committed to making a difference!

Interested? Email your CV to employment@aitsys.com.au with subject line “Administration Officer position” and be sure to answer our super important section above! If you’re a recruiter, please don’t contact us.

MORE

We’re hiring! Two positions available for IT Support Technicians!

Posted on

We're hiring!Sick of boring IT work and putting out fires all the time? Do you want to have a positive impact to the lives of the people around you, and the businesses we support? Does being involved in proactively managed IT environments and preempting issues sound like your cup of tea?

We need a fun and intelligent person to join our team, to fill a full time role of IT Support Technician, taking care of a never ending variety of tasks within our technical support department. We’re a growing managed services provider, and we look after the IT requirements for small and medium businesses throughout Australia. This is a full time position based in Malaga, WA. It’ll provide you with MASSIVE exposure to myriad technologies, best practices, and theories.

Within our growing team you will be responsible for performing helpdesk duties, providing level 1 and level 2 technical support to clients remotely, on site, and on our workbench, and level 3 support where your skills are proven. The vast majority of work revolves around providing professional service to clients – so be prepared to tell us what makes you a professional, and be prepared to demonstrate it.

We’re very much a people-first company, so if the thought of building long lasting relationships with your co-workers and our clients gets you excited, then you should apply for this role straight away. We’re hiring ASAP!

As for remuneration – you tell us what you think your talents are worth!

Duties and Responsibilities include:

  • Helpdesk – answering emails, phone calls, assisting the technical support team with triage of support requests and scheduling
  • Fixing IT problems for our clients on site, remote, and on our workbench
  • Implementing new systems and solutions for clients
  • Accurately documenting work performed and recording it in our job system
  • Following our standard operating procedures and “rules of the game”
  • Implementing new computer systems for clients
  • Installing printers, PC’s, laptops, servers, and network devices for clients
  • Wiring up server cabinets, communications cabinets, and crawling around under desks to perform tidy installations
  • Looking out for your team mates
  • Plus a great deal more

You …

  • Must have common sense!
  • Must be eligible to work within Australia to be considered for this role.
  • Must have a CompTIA A+ certification or equivalent experience, at minimum.
  • Must have prior commercial IT experience, in the small and medium business realm.
  • Must thrive for superb customer service and client satisfaction!
  • Must be able to work unsupervised, and take initiative.
  • Must include the statement “all your base are belong to us” in your application to prove that you have actually read this advertisement and are serious about the job.
  • Must have a professional demeanour and personality but be friendly.
  • Must be a problem solver and able to think for yourself, and realize the limits of your knowledge.
  • Must have faultless attention to detail – dot the I’s and cross the T’s
  • Must be able to put yourself in the clients shoes and look at something from their perspective
  • Must have an amazing phone manner and be a delight to talk to, and have a professional yet friendly email manner
  • Must be well groomed and well dressed
  • Must have your own reliable vehicle, and driver’s license
  • Above all, you must be reliable, punctual, a team player, and committed to making a difference!

Interested? Email your CV to employment@aitsys.com.au and tell us why you’d be a great candidate!

MORE

5 bad habits leaving your business vulnerable to threats

Posted on

shutterstock_380087800While technology makes it easier for businesses to do their work, it also exposes them to threats that didn’t exist decades ago. For example, if someone wanted to steal a company’s data in the past, they had to physically travel to that business’ location where their data is stored, break in and steal it. A lot more risk involved in getting caught! Not anymore. Now someone can simply hack into the company’s server and potentially get their hands on all the data that’s stored there, potentially damaging your entire business and exposing confidential files.

So, how do you keep your business safe from these threats? Here are 5 bad habits that are leaving your business vulnerable to threats.

1. Not backing up your data.

This is a common occurrence where businesses put their eggs in one basket. We can’t stress enough the importance of using a cloud server to access your files, but also keep a hard drive back up of the files daily, or weekly to ensure nothing ever goes missing and if you do find yourself vulnerable to a threat, you have all the data you need still. Does your business have a server? It’s even more important to backup your data and more regularly.

2. Not changing your passwords.

What happens if a hacker gets their hands on your current passwords? Most likely, they will be able to use it on your other accounts as well. So, it is essential to change them as often as you can–it can be a headache to do, but it’s worth it. Speak to our team about automated systems that prompt your staff to update their password every month. If one is at risk, you could soon be all at risk. We advise on a blanket approach to all team members. Oh, and don’t use passwords that are easy to guess like 123456, password, or your birthday.

3. Not educating your team about potential threats.

It’s important to make your employees aware of these threats. Remind them often about these as well until it becomes a part of their system. Not only will that lower your exposure, but it will also help you avoid some of the most common reasons why security breaches happen in the first place (e.g. easy passwords).

4. Sharing files that are potentially unsafe.

If you receive an unexpected email from a colleague that asks you to open an attached file, don’t open it. Rather, confirm it with them through email or personally if they did send you an email with a file. Call it paranoid, but it just helps prevent viruses from being downloaded in your computer and being spread across your network.

5. Not hiring a professional IT team.

With so many risks out there, it’s a great solution to have an experienced IT team on board to ensure your business isn’t at risk of any downtime. If an in-house IT team isn’t needed, speak to us about out sourcing your IT and enjoy all the benefits of an IT team without the overheads.

Are you guilty of any of the above? Don’t stress, a lot of people are. We are on hand to conduct a risk assessment of your current system to ensure everything is ticking along is it should and you are not at risk of any potential threats to your data. Give us a call today.

MORE

Your own IT Department without the Overhead? Find out how!

Posted on

shutterstock_145518796As businesses rely more and more on the Internet and technology, an IT department is becoming a critical part of any company. However, this can mean large costs including hiring people, training them, and providing them with the necessary tools to get their work done – and covering for them when they’re sick or on holidays.

This is where our managed IT services come in. Our activCare service is designed specifically for companies that require IT support, but don’t want to have the pressure of hiring someone full time. Our activCare packages could be just what you are looking for to keep your business running smoothly at a fraction of the cost.

activCare Packages

activCare comes in three different packages: activCare Essentials, activCare Plus, and activCare Premium.

The Essentials package provides you with just what the name says, the essential services to help your IT run smoothly, including preventative maintenance on your IT equipment, handling updates of your common utility software, and antivirus on your computers and servers.

Our most popular package, activCare Plus comes with all the basics of our Essentials service, but with added extras that will really help you feel secure with your business’ IT. This package is ideal for anyone who is looking for a reliable IT network and want to feel reassured that their IT team have their back.

Finally, our activCare Premium is for those looking for the best of the best and don’t want any limitations. This package is ideal for those looking to never lift a finger again when it comes to IT problems. We work tirelessly behind the scenes to ensure no issue is missed and we resolve problems before you even notice there is one.

What are the benefits of managed IT?

Our activCare packages are specifically designed to help protect your business and allow your business to run smoothly, without the worry of any IT dramas. There are plenty of benefits of managed IT, including:

  1. Quick notification in case of emergency – we take a proactive approach to support. That’s why when we encounter or notice an issue, we will contact you right away to make sure we take the proper response immediately.
  2. Priority service – don’t like wasting your time on the phone before you can speak with a customer service representative? With activCare, we’ll provide you with priority service so that whatever your concerns are, you know that these will be handled quickly and within a defined, guaranteed response time.
  3. Focus on what you do best – you’re already busy doing what you do best, so why make yourself even busier by spending hours solving IT nightmares? Through our activCare packages, you can free up more of your time, so you can focus on the more critical components of your business while we take care of everything IT related. This benefit alone makes your investment on managed IT services worth it.

If you or someone you know would like to know more about our activCare packages, get in touch today and we can arrange a meeting at your office to review your current IT systems.

MORE

Critical vulnerability in Apple iPhone detected – Apple issues forced global update

Posted on

100804_iPhoneHackAttention iPhone users! Overnight on the 26th August 2016, Apple released a critical patch to their iPhone and iPad software that addresses three previously unknown vulnerabilities, which could give a malicious user complete access and control over an iPhone.

Codenamed “Pegasus”, the malware gives attackers full control of the iOS device, and unfortunately for iOS users, becoming infected could be as simple as clicking a link on a website.

From the news.com.au website (click here for the full article):

“It basically steals all the information on your phone, it intercepts every call, it intercepts every text message, it steals all the emails, the contacts, the FaceTime calls,” he said.

“It also basically backdoors every communications mechanism you have on the phone,”

“It steals all the information in the Gmail app, all the Facebook messages, all the Facebook information, your Facebook contacts, everything from Skype, WhatsApp, Viber, WeChat, Telegram — you name it.”

Apple are recommending to update your iPhone immediately, by going to the Settings menu > General > Software Update.

We are recommending that you back up your iPhone first, to ensure that you don’t lose any photos or data. iPhones are notorious for botched updates requiring a factory reset, so place it safe and backup your phone before you run the upgrade. If you need a hand, just let us know!

MORE

Lacking workplace productivity? 3 ways improved IT can help!

Posted on

shutterstock_183511292No business owner wants to hear that productivity levels are low, this can mean big costs of time and money. Did you know that improved IT can really help improve workplace productivity? While you are likely to already have IT infrastructure in place, improving this can have a big impact in the smooth running of your business. Improved IT is proven to offer the following benefits:

1. Work faster

Technology was created to help human’s work faster and more efficiently; think instant messaging, emailing and uploading documents to the cloud. All of this is great if you know how to use it and if it’s running correctly. We see so many businesses whose staff waste hours each day with slow Internet, intermittent emails, constantly receiving junk mail and spam.

With the help of an IT team, you will be able to get even more work done faster. Some of the solutions may include improving your current infrastructure, which can range from upgrading your networks and servers to a faster Internet connection. It may also involve changing the tools that you use, such as switching to web applications like Google Docs, which helps you collaborate with others on your work without having to be in the same office or time zone. Plus, you can access all your files wherever you are and whichever device you’re using.

The benefit of getting work done faster? You’ll of course have more billable hours, which definitely helps your business and your employees’ morale.

2. Focus on your actual work

If your employees are spending most of their time troubleshooting your network than doing their actual work then you know you have a problem. By improving your infrastructure and the tools that you use, your employees will be able to perform the jobs for which you hired them. This also translates to more billable hours for your business, which only goes to show how essential improved IT is to your company, and how it can help you recoup the investments you made to gain that improvement.

3. Avoid costly downtimes

Businesses today rely heavily on IT to complete day-to-day tasks, without the Internet or technology; many organisations are at a standstill. This means no billable hours, irate staff and one stressed out business owner watching the money go down the drain. Avoid costly downtimes by outsourcing your IT.

Our team will monitor your systems to address any issues before you and your team notice them, meaning little to no downtime for your business. If there is downtime, you have peace of mind knowing we are doing everything we can to get your systems back online, saving you hours in a phone queue with an IT company only to ask if you’ve tried turning your computer on and off?

These are just some of the few benefits you can enjoy by improving your IT infrastructure. To enjoy the benefits of an IT team without the huge overheads, ask us about our managed IT services. We can worry about your IT systems, so you don’t have to.

If you would like to know more about about how managed IT services can improve your company’s productivity, please send us an enquiry today.

MORE

Say goodbye to hefty phone bills. Say hello to VOIP

Posted on

shutterstock_265246415Let’s face it; communication is an essential part of every business. Whether you rely on email, phone calls or messaging services such as Skype, they are all integral to the success of your business. Sometimes emails just don’t cut it and that’s when telephones become a necessity to any business. Traditional landline calls can become expensive and quite limited in what they can offer. Of course, mobile phones, while they are convenient, are still expensive and the network can be a bit dodgy.

Enter VoIP, or Voice over Internet Protocol.

What is VoIP?

VoIP is basically a phone device that uses the Internet to make calls. You can usually use your computer, a regular phone that’s connected to a VoIP adapter, or a VoIP phone to make a phone call. While this may not sound much on paper, it can have tremendous benefits if you still rely on making frequent phone calls for your business.

The Benefits of VoIP

Why should you consider using VoIP for your business? There are a number of benefits of switching your business’ telecommunications to VoIP such as:

1. Phone calls can be practically free.

Let’s say that you want to call your colleague who’s at your office while you’re on a business trip. Calling them will usually be considered a long distance call and may incur hefty charges, but not if you’re calling using VoIP. Since the call is routed through the Internet, it can be treated as a local call, making it practically free wherever you are in the world. Keep in mind though that this may largely depend on the service that you’re using as others might only limit your calls to a certain network (e.g. your office network) or a certain location or country.

2. VoIP is convenient.

Our example above also highlights another benefit of VoIP: convenience. The reason is that since you can make calls anytime and anywhere, it can be a huge plus if you’re always on the go. You can get in touch with your clients and your team even when you’re out of the country, at the airport, or in the cab while on your way to a meeting.

3. It can provide features not available with traditional calls.

Need to make a conference call? Good luck doing that on your regular phone. Well, you could technically do that, but you’ll likely have to pay extra for that feature. However, VoIP may come with additional features such as conference calls depending on your provider, which may also be provided for free.

4. Convenience of one bill.

Now that your calls are running through the Internet, there is no need to be paying an expensive landline bill and dealing with dodgy communication companies that keep you on hold for hours. Enjoy the peace of mind of combining the two most important communication methods into one convenient bill each month without the worry of extra overseas charges.

So, the next time you need to make a call, whether it is to report back to head office, book a meeting with a client or maybe a conference call, say hello to them with VoIP. If you would like to know more about how you can make the most of this service for your business, or to find out more about how you’ll benefit from it, please send us an enquiry today.

MORE

Update: TeamViewer accounts breached – serious security threat to systems

Posted on

Serious security threat to systems, risk reduced by swift, proactive action

Teamviewer Hacked
Important note and update: Regarding this breach, it is important that our clients understand that activIT systems does not use TeamViewer for remote connections to our client systems, and as such the majority of our clients computers are unaffected by this TeamViewer security issue.

However, a number of our clients are engaged with third party vendors, and TeamViewer is commonly used by those vendors to remotely provide support to line of business applications. Many of these third party vendors access our clients systems whilst those systems are unattended, and many of those systems are server environments. In addition, many people use TeamViewer for casual access to remote computers that they own. It is highly feasible that should one of those systems be breached, our clients would not know about it until it is far too late.

As security is our responsibility, we have taken a proactive approach and implemented a short term security measure to mitigate the risk to our clients by disabling TeamViewer on our clients systems, where we have those systems under our management.

We encourage all clients to liaise with your third party software vendors in order to ensure that they have changed the passwords associated with their TeamViewer accounts; for our clients on our activCare service plan, we will be doing this for you this week.

Original notice issued this morning by activIT systems
It has recently been reported that there have been a large number of TeamViewer users having their computers accessed by unauthorised third parties. It appears that this situation has occurred due to TeamViewer’s systems being breached, with account credentials stolen, thus allowing access to the PCs within the associated account. There have been reports of PCs being accessed and online banking, PayPal and other financial related services having money stolen from within.

To protect our clients from having this happen we have disabled the TeamViewer remote access software on all PCs we have under management to prevent any unauthorised parties being able to gain control of them. If you require the use of this software please contact us to discuss the options available and to allow us to detemine if it is safe for you to use TeamViewer.

More information on TeamViewer accounts is available from here: https://www.teamviewer.com/en/help/410-what-is-a-teamviewer-account-and-how-do-i-sign-up-for-one

News reports from affected users are available here: http://arstechnica.com/security/2016/06/teamviewer-users-are-being-hacked-in-bulk-and-we-still-dont-know-how/

A response from TeamViewer regarding the situation is available here: http://arstechnica.com/security/2016/06/teamviewer-says-theres-no-evidence-of-2fa-bypass-in-mass-account-hack/

If you have any queries please contact us or phone us on 1300 228 480.

MORE

5 things kids born in the 2000’s will never know to be true

Posted on

old-pc-windows-95Kids these days seem to know more about new technology than the rest of us. It seems we often go to our kids when we have a computer issue or iPhone issue, but what about the struggles they never experienced to make them appreciate the technological advances of today? With the ability to go online almost any time and from anywhere, it’s impossible for kids to imagine that things weren’t always this way. Here are a few things that kids in the 2000’s will never know to be true…

  1. Internet connection speeds were measured at kbps, not mbps.

Think the constant buffering when you’re watching a YouTube video is annoying? What about the days when we had to wait for a single image to loud, line by line, slowly displaying what we’ve been waiting for and the worse part, the file size was small, not a JPEG or a TIFF, but a BMP file. Internet connections were super slow then compared to today’s broadband speeds.

Dial-up connections usually topped at 56kbps, yes you read that correctly, kbps as in kilobits per second. These days’ 2mbps is usually barely enough for a household of 4 or 5 that simultaneously connects to the web on their laptops, smartphones and tablets.

  1. Calling and connecting to the Internet simultaneously was impossible.

Remember the days when you would be chatting on ICQ to your crush and just when you were about to tell them how much you like them, the internet goes dead… you’re currently offline. Your grandma has called the landline for her hour long conversation to everyone in the family cutting out your internet connection. Bummer. Those days you couldn’t surf the web and use the phone at the same time, I know what you’re thinking… how did we survive?

  1. People paid to call or to send text messages.

It’s absurd isn’t it… paying for text messages? Messaging and calling can be done practically for free today, thanks to the Internet and you have more ways to reach your family and friends than ever before.

There’s the old mainstay Skype, for example, but you can also call now using Google Hangouts, Viber, WhatsApp, and a host of other similar apps. All you need is an Internet connection to call or message. Just another generation ago, the more you needed to say, the more you paid. Want to know why we all used ‘phone text abbreviation’? The less characters we used, the less we paid!

  1. Email was often the only way to access files remotely.

Alright, people could technically access their files everywhere via a web server before the 2000s, but it was something reserved for the more tech-savvy. The likes of Box and Dropbox changed all that, but before that, if you wanted to continue working on your office files at home, you had to email it to yourself and download them in your home computer. It was that complicated. Unlike today’s cloud computing, which already allows you to sync your files across all your devices. You kids sure are lucky to have this kind of access to this – they can never lie about leaving their homework at school with most schools now having online platforms for assignments.

So, how different will technology be when these kids born in the 2000’s grow up and have kids? It is astounding to think how much more immersive and accessible technology will soon become. Along with all these advancements, comes the other side of child geniuses who create new virus’ all the time. If you are perplexed by all this new IT technology, leave it to our friendly team at activIT systems to ensure your IT is protected from threats and supports your business growth.

MORE

Is Cloud Computing right for my business?

Posted on

shutterstock_203360548Cloud Computing is a hot topic at the moment, whether you’ve heard of it, swear by it or are scared the cloud will transmit a secret video to everyone that you don’t want your friends and family to see. The cloud is a magical technological advancement and if used correctly, can be extremely beneficial for your business. Have you been considering moving your business to the cloud? How do you know if Cloud Computing is right for your business? We’ve got a few answers for you…

  1. Do you want peace of mind knowing your business’ system is taken care of?

No longer will you need to worry about multiple systems connecting with hundreds, sometimes thousands of cables causing a giant mess (health & safety hazard), maintenance fees and a room to store all the equipment in. With the cloud, you will gain huge peace of mind knowing that you only have one system to worry about for your entire business, and really you won’t need to worry about that much at all with regular automatic updates and no need for replacing server hardware.

  1. Do you only want to pay for what you use?

Another beauty of cloud computing is what’s called the Software as a Service (SaaS) model. This can also help you manage your costs because it will be adjusted depending on how you use the services available. For example, if you have staff that come on board short term to work on projects or large contracts, you can scale your software and Cloud resources to meet the demand of more people. When they’re finishing up, you can scale back down, giving you more control over the overall cost and budget.

In addition, cloud computing gives you peace of mind that you can scale your operations up or down on the fly with no effort on your part. Just let our friendly team know that you want to increase your storage and done, no effort from yourself required.

  1. Do you want to improve collaboration and productivity?

Most business owners and executives today are often not based in one location, whether you are on the road constantly, working from home or on site. Like most businesses, you probably want the flexibility of allowing your employees access to important databases and networks no matter their location.

This is where the cloud comes in, by putting your data and apps in the cloud, you and your employees will be able to access these anytime and anywhere. This increases productivity as employees can work while on the go, from home, on site and during business trips without the hassle of ensuring they have the latest version of the document.

  1. Do you want to minimise your maintenance work?

It can be a pain to maintain your servers and your data since you have to regularly back them up and upgrade them. When you move these to the cloud, it will be our job to do all these tasks in order to ensure that everything runs smoothly and securely. Our activCare and serverCare are the ideal companions to ensure your computers are all up to date and free from nasty virus’ trying to break through your business’ network.

If you would like more assistance in deciding whether or not to move your business to the cloud, please send us an enquiry today, and we’d be more than happy to help.

MORE
1 2 3 5
Top