Job Description

Operations & Customer Coordinator — ClickDeck

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Full-time or part-time (4 days/week) considered

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ClickDeck designs and supplies engineered modular decking products & building systems — smarter, longer-lasting alternative to timber deck frames. We're growing rapid and always refining how we do things.

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We're looking for a full-time Operations & Customer Coordinator to be the steady point of contact for our customers from enquiry through to delivery and after-care.

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Customer communication is central to this role

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- Owning the customer journey end-to-end — from initial enquiry and quote, through to final delivery, and any after-care or during-care of the build
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- Following up on outstanding quotes to help convert them into confirmed orders — not pushy, just warm and helpful
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- Following up with customers at key points in their order journey to keep them informed, reassured, and confident in their decision
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- Answering incoming calls and being a genuinely helpful first point of contact
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- Resolving customer issues (like freight or delivery queries) calmly and clearly
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- Making customers feel looked after, not chased — a good experience here is what turns into referrals and repeat business
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You'll also handle the coordination that keeps orders on track

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- Reconciling incoming payments and updating HubSpot deal stages accordingly
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- Invoicing customers via Xero
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- Processing orders and invoices
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- Ordering materials from suppliers and tracking lead times
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- Managing freight — bookings, tracking, and resolving delivery issues
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- Organising sample requests for customers
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- Triaging quote requests to the right estimator
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- Creating pack lists from invoices for the warehouse team
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- Order confirmations, chasing deposits, and tracking dispatch dates
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- Matching supplier invoices and receipts, and managing petty cash
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- Checking in post-delivery to make sure the build is going smoothly and resolving any after-care issues
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What we're looking for

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- A natural communicator — warm, clear, and reassuring on the phone
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- Comfortable and confident making and taking calls as part of the day‐to‐day
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- Strong organisational skills — think "office manager" level attention to detail and follow-through
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- Genuine comfort talking about product and building customer confidence, without being pushy or "salesy"
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- Experience with Xero and CRM systems (HubSpot experience a bonus)
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- A calm problem‐solver who can handle logistics hiccups without rattling the customer
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- High computer literacy — confident across multiple software systems day to day
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- Strong multitasking ability — comfortable juggling calls, orders, and admin without losing track
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- A bit of technical curiosity — comfortable getting your head around how our product works so you can explain it confidently to customers
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Full-time or part-time (4 days/week) considered

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📌 Operations & Customer Coordinator (Williamstown)
🏢 Clickdeck
📍 Williamstown