Aquarius Pools is seeking a friendly, highly organised and proactive

Office & Service Administrator

to join our office-based team in Mornington.

This is on site varied role combining service administration, scheduling, customer service, reception, accounts support and general office administration. You will be an important point of contact for our customers while providing day-to-day support.

Working within a close-knit team, we're looking for someone who is confident communicating with customers, highly organised and comfortable managing multiple priorities. You will need to be self-motivated, reliable and able to use your initiative to keep things moving.

Hours:

Monday to Friday, 8:30am – 4:30pm Location:

Mornington, VIC

About the role Aquarius Pools is seeking a friendly, highly organised and proactive

Office & Service Administrator

to join our office-based team in Mornington.

This is on site varied role combining service administration, scheduling, customer service, reception, accounts support and general office administration. You will be an important point of contact for our customers while providing day-to-day support.

Working within a close-knit team, we're looking for someone who is confident communicating with customers, highly organised and comfortable managing multiple priorities. You will need to be self-motivated, reliable and able to use your initiative to keep things moving.

Hours:

Monday to Friday, 8:30am – 4:30pm Location:

Mornington, VIC

What you'll be doing Service Administration & Customer Support

Managing incoming service and maintenance enquiries and bookings

Scheduling and coordinating service technicians and labour

Managing technician schedules and adjusting bookings in response to cancellations, absences and changing workloads





Communicating with clients regarding bookings, service requirements and follow-up

Preparing service quotes and associated administration

Preparing and processing service purchase orders

Completing service invoicing and processing customer payments

Processing credit card payments

Maintaining accurate service records and job information within our scheduling systems

Other ad hoc administration tasks for the service department

Reception & Office Administration

Answering incoming calls and emails in a professional and friendly manner

Managing front-of-house reception and greeting customers, suppliers and visitors

Receiving deliveries, allocating stock and ensuring all items are processed in accordance with the purchase order system

Maintaining accurate office records, files and documentation

Managing office supplies and amenities

Mail collection and distribution

Daily office housekeeping and ensuring office/factory is kept organised and presentable

Providing general administrative support to management and the wider team

Assisting with general and ad hoc administrative tasks as required

Accounts & Business Administration

Xero data entry, including payments and receivables

Processing timesheets into Xero

Banking and payment processing

Assisting with accounts payable and receivable

Preparing construction purchase orders

Ordering stock and assisting with inventory administration





Coordinating and processing incoming stock

Maintaining accurate records and documentation across service and construction activities

What we're looking for

Previous experience in an administration, service coordination, scheduling or office support role

Demonstrated experience coordinating schedules, technicians or field-based staff

Strong customer service skills and confidence communicating with clients by phone and email

Excellent communication and interpersonal skills with a friendly and professional manner

Ability to build rapport and establish trust with customers

Strong organisational and time-management skills with the ability to manage competing priorities

A high level of attention to detail and accuracy

Good problem-solving skills and the confidence to make day-to-day decisions

Proficiency in Microsoft Office, particularly Outlook, Word and Excel

Experience using Xero is highly advantageous

Excellent written and verbal English

A positive, can-do attitude

Punctual, reliable and comfortable working as part of a small team

Willingness to take on a variety of responsibilities and assist wherever required

About you This role would suit someone who enjoys being at the centre of a busy office and takes satisfaction in keeping things organised and running smoothly.

You'll be working closely with management and our service teams, so the ability to take ownership, prioritise effectively and use initiative is important.

No two days are exactly the same. At times you'll need to respond quickly to changes in technician schedules, customer requirements and operational priorities, so a practical approach and solid problem-solving skills are essential.

Full training and ongoing support will be provided.

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📌 Office Administration (Mornington)
🏢 Aquarius Pools
📍 Mornington