Administration & Customer Service Coordinator

Join a Growing Business Where Your Contribution Truly Matters

Our client is a well-established and highly regarded specialist within the building and construction services industry, with more than 20 years of experience delivering premium waterproofing, tiling, re-grouting, epoxy sealing, leaking shower and balcony repairs, and bathroom renovation solutions throughout Melbourne.

Renowned for their exceptional customer service, expert knowledge and quality workmanship, they have built a strong reputation as a trusted industry leader, treating every project with the same care and attention as if it were their own.

This is an exciting prospect to become part of a business entering an exciting growth phase. They are seeking someone looking for a long-term career who shares their commitment to delivering exceptional customer service, takes pride in their work and enjoys building strong relationships with customers and colleagues alike.

As an integral member of the team, you'll play a key role in supporting the continued growth and success of a respected business where your contribution will be recognised, valued and genuinely make a difference.

About the Role

As the first point of contact for customers, suppliers and business partners, you will play a pivotal role in ensuring the smooth day-to-day operation of the business while delivering an outstanding customer experience.

We understand that the right candidate may be seeking either part-time or full-time employment. While the role is anticipated to commence on a part-time basis (3-4 days per week), our client is open to discussing hours with the successful candidate. For the right person,



there is genuine potential for increased hours and a full-time opportunity as the business continues to grow.

Following the successful completion of your probation period, flexible working arrangements, including occasional work-from-home opportunities, may be considered based on business requirements and individual performance.

Key Responsibilities

- Deliver exceptional customer service via phone, email and face-to-face interactions.
- Manage a busy reception and act as the first point of contact for customers and visitors.
- Respond promptly to customer enquiries and provide accurate information regarding services and products.
- Monitor and manage shared Outlook inboxes.
- Prepare customer quotations in consultation with the Director.
- Process customer quotations, orders and job information within ServiceM8.
- Coordinate appointments and schedules for field staff to maximise productivity.
- Liaise with customers, suppliers and contractors to ensure seamless communication and service delivery.
- Maintain accurate customer records and business documentation.
- Assist with debtor follow-up, invoicing and general accounts administration using Xero.
- Coordinate office supplies, facilities and general administrative requirements.




- Provide administrative support to the Director and broader team.
- Identify opportunities to improve customer service, systems and internal processes.

About You

- Previous experience in administration, reception or customer service
- Outstanding communication and interpersonal skills
- A professional and friendly telephone manner
- Strong organisational skills with the ability to manage competing priorities
- Excellent attention to detail and accuracy
- A proactive attitude with the ability to use initiative and solve problems independently
- Confidence using Microsoft Office and learning new software systems
- A genuine commitment to providing exceptional customer service
- Experience with ServiceM8, Xero or similar CRM/job management systems will be highly regarded but is not essential.
- Experience within the building, construction or trade services industry will also be highly regarded.

What's on Offer

- Permanent part-time position with stable weekday hours
- Opportunity to progress into a full-time role for the right candidate
- Competitive remuneration based on experience
- Supportive and collaborative team environment
- Diverse role offering variety and responsibility
- Ongoing training and development
- Opportunity to contribute ideas and improve business processes
- Flexible working arrangements considered following successful completion of probation
- Long-term career opportunity within a growing business

If you're an organised, motivated and customer-focused professional looking for a long-term opportunity where your contribution will be recognised and valued, we'd love to hear from you.

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📌 Administration & Customer Service Coordinator (Whittlesea)
🏢 4orward
📍 Whittlesea