Customer Service & Administration Coordinator

Doolans Group is a manufacturer and supplier of custom-made security doors, window screens, gates and related home improvement products.

This role will work across both of our business units:

- SecOnline, our direct-to-consumer online business
- Defendoor, our wholesale and reseller business

About the Role

We are seeking an organised Customer Service & Administration Coordinator to support the day-to-day operation of our front office.

This is a part-time role, initially working approximately four to five hours per day. There may be opportunities to increase hours, including up to full‑time hours during peak periods, depending on business requirements and the successful applicant’s availability.

The role will suit someone who enjoys speaking with customers, managing a variety of administrative tasks and keeping multiple areas of the business organised.

Key Responsibilities

Customer Service and Sales Support

- Answer incoming phone calls and respond to customer and reseller enquiries.
- Assist customers with product questions, quoting requirements and general order enquiries.
- Respond to quote requests and customer questions received by phone and email.
- Assist walk-in customers and ensure they receive a professional and welcoming experience.
- Communicate with customers, resellers and other stakeholders regarding orders, deliveries and product information.
- Assist with preparing quotes, invoices and other customer documentation as required.

Front Office Administration

- Manage the day-to-day operation of the front office and assist any walk in enquiries
- Ensure the reception,



customer and office areas remain tidy and presentable.

Deliveries and Scheduling

- Coordinate the weekly delivery schedule.
- Prepare and maintain delivery driver rosters.
- Communicate delivery requirements and schedule changes with drivers, customers and internal team members.
- Help ensure deliveries are planned efficiently and customers receive appropriate updates.

Stock Coordination

- Monitor stock levels and identify items that need to be replenished.
- Place stock orders with suppliers as required.
- Maintain accurate stock and purchasing records.

Skills and Experience

- Previous experience in customer service, administration or a similar office-based role.
- Strong administrative and organisational skills.
- Excellent attention to detail and accuracy.
- Confident and professional phone manner.
- Ability to build positive rapport with customers, resellers, suppliers and team members.
- Solid written communication skills, including the ability to prepare clear and professional emails.
- Ability to manage multiple tasks, prioritise and deadlines at the same time.
- Confidence using computer systems and learning new software.
- Experience using Xero will be highly regarded.
- Experience using Zoho Desk or a similar CRM will be highly regarded.
- Experience within the home improvement, building, manufacturing or trade industry would be beneficial but is not essential. Product training & guidance will be provided ongoing.

If you’re organised, customer‑focused and enjoy keeping a busy office running smoothly, we’d love to hear from you-

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📌 Customer Service & Administration Coordinator (Maitland)
🏢 Doolans Group
📍 Maitland