Pristine Stone Restoration and Drummy Repair are looking for an experienced Part-Time Sales & Administration Coordinator to manage customer enquiries, quote follow-ups, bookings and general administration across both businesses.

This is a phone-focused sales and customer service role. You will be speaking with new and existing customers every day, collecting job information, arranging inspections, preparing quotes from approved pricing, following up opportunities and helping convert enquiries into confirmed work.

We need someone with a positive attitude who enjoys speaking with people, takes ownership of their work and does not need to be constantly reminded to follow things up.

Applicants must have practical experience using Zoho CRM, Xero and the Google Workspace ecosystem.

Part time Sales & Administration Coordinator

Pristine Stone Restoration and Drummy Repair are looking for an experienced Part-Time Sales & Administration Coordinator to manage customer enquiries, quote follow-ups, bookings and general administration across both businesses.

This is a phone-focused sales and customer service role. You will be speaking with new and existing customers every day, collecting job information, arranging inspections, preparing quotes from approved pricing, following up opportunities and helping convert enquiries into confirmed work.

We need someone with a positive attitude who enjoys speaking with people, takes ownership of their work and does not need to be constantly reminded to follow things up.

Applicants must have practical experience using Zoho CRM, Xero and the Google Workspace ecosystem.

Key responsibilities

- Answer incoming telephone calls professionally and promptly.

- Return missed calls and respond to email and website enquiries.

- Make outgoing calls to follow up enquiries, quotes and outstanding customer decisions.

- Speak confidently with customers and clearly explain our inspection, quotation and booking processes.

- Qualify new enquiries and collect all required customer and job information.

- Record names, contact details, full site addresses, photos, material types, affected areas, access information and customer concerns.

- Arrange inspections and coordinate appointments with customers and technicians.

- Prepare and issue quotes using approved templates and pricing schedules.

- Follow up every outstanding quote and actively work toward converting suitable enquiries into confirmed jobs.

- Record all calls, emails, conversations, follow-up dates and next actions in Zoho CRM.

- Maintain an accurate sales pipeline and ensure no enquiry is forgotten or left unattended.

- Confirm quote acceptance, customer availability and booking requirements.

- Create and update customer and job records.





- Coordinate confirmed bookings through Google Calendar.

- Prepare invoices, purchase orders and customer records in Xero.

- Follow up deposits, outstanding information and invoices as directed.

- Keep digital job folders complete and organised in Google Drive.

- Save emails, photos, quotes, invoices and customer correspondence in the correct locations.

- Assist with basic supplier enquiries, product availability and delivery information.

- Prepare customer completion information, care instructions, warranties and other close-out documents.

- Follow up customers after completion and request feedback and reviews.

- Maintain separate and accurate records for Pristine Stone Restoration and Drummy Repair.

- Provide regular updates on new enquiries, outstanding quotes, confirmed work and follow-up results.

- Escalate technical questions, unusual scopes, complaints, pricing exceptions and sensitive customer matters to management.

Phone and sales responsibilities

Phone communication is a major part of this role. The successful applicant must be comfortable answering incoming calls and making outgoing follow-up calls throughout the day.

You will be expected to:

- communicate in a friendly, confident and professional manner;

- ask the right questions to understand what the customer requires;

- build trust with customers;

- explain the next steps clearly;

- follow up quotes consistently;

- manage routine customer questions within approved guidelines;

- identify suitable additional services;

- ask customers if they are ready to proceed; and

- continue following each opportunity until it is won, lost or properly closed.

Sending a quote is not considered completion of the task. You will be responsible for following it up, recording the outcome and moving the enquiry to the next stage.

Required systems experience

Applicants must have practical working experience with:

Zoho CRM

- Entering and maintaining leads and customer information.

- Recording calls, emails, notes and customer histories.

- Creating follow-up tasks and reminders.

- Managing sales stages and quote pipelines.

- Tracking outstanding actions and sales outcomes.

Xero

- Creating and updating customer records.

- Preparing quotes and invoices.

- Preparing purchase orders.

- Checking customer and job information.

- Assisting with deposits and invoice follow-ups.

Final payment approval, bookkeeping,



payroll and accounting decisions remain with management and the company’s accounting personnel.

Google Workspace

- Gmail and shared business inboxes.

- Google Drive and shared folders.

- Google Docs.

- Google Sheets.

- Google Calendar.

- Google Meet.

- Managing shared files, access permissions and business records.

You must be comfortable moving between Zoho, Xero and Google Workspace throughout the day while keeping information accurate and consistent across all systems.

Required experience and personal attributes

To be considered, applicants must have:

- Previous phone-based sales or customer service experience.

- Experience handling incoming and outgoing customer calls.

- A clear, friendly and professional telephone manner.

- Experience following up quotes and converting enquiries into confirmed work.

- Practical experience using Zoho CRM.

- Practical experience using Xero.

- Strong experience using Google Workspace.

- Previous administration and accurate data-entry experience.

- Strong written communication and professional email skills.

- The ability to manage multiple enquiries at different stages.

- Strong organisational and follow-up skills.

- A positive, helpful and professional attitude.

- Reliability, punctuality and consistent attendance.

- The confidence to ask questions when something is unclear.

- The ability to raise problems immediately rather than allowing matters to remain unattended.

- The ability to work independently without constant supervision.

- Full Australian working rights.

Experience in trades, home services, property maintenance, construction, stone restoration or tile repairs will be highly regarded.

Role boundaries

This role may prepare quotes using approved templates and pricing schedules. However, the following matters must be referred to management:

- non-standard or technical scopes;

- pricing outside the approved schedule;

- discounts and commercial concessions;

- technical advice and repair methodologies;

- complaints involving potential damage or liability;

- contractual decisions;

- changes to an approved scope or booking; and

- payments, payroll and accounting decisions.

What we offer

- A permanent part-time position with consistent weekday hours.

- A varied role across two specialist service businesses.

- Direct involvement in customer service, sales and business growth.

- Established systems, templates and management support.

- The opportunity to take ownership of the customer and sales process.

- Remuneration based on experience and capability.

Applicants without phone-based customer service experience or practical knowledge of Zoho CRM and Xero will not be considered.

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📌 Part-Time Sales & Administration Coordinator (Brisbane City)
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