Sales, Administration & Bookkeeping Assistant Sales & Administration Assistant

Prime Fire Supplies – Smeaton Grange, NSW Full-time | Monday to Friday | 7:00am start $50,000–$70,000 + super, depending on experience

Prime Fire Supplies is a growing, family-run fire protection supply business based in Smeaton Grange.

We’ve been operating for approximately two years and have experienced strong growth during that time. We’re now looking to bring on our first team member outside of the family to help support the next stage of the business.

This is a hands‑on Sales & Administration Assistant role with a mix of customer service, sales support, order processing, administration and light shop/dispatch duties.

You’ll be someone who is organised, switched on, confident speaking with customers, comfortable working independently and able to stay on top of lots of small moving parts without needing constant follow‑up.

What you’ll be doing

Your day‑to‑day responsibilities will include:

Monitoring and responding to customer emails and phone enquiries

Assisting customers with general product and sales enquiries

Processing orders through Shopify

Raising and managing invoices

Monitoring orders and helping ensure nothing is missed or delayed

Following up internal order requirements and prompting the team where action is needed

Supporting walk‑in customers at our Smeaton Grange shop

Maintaining shop presentation and keeping the front area tidy and organised

Monitoring stock levels and advising management when items are running low

Reordering stock when directed or required

Assisting with minor order dispatch and small warehouse tasks

General administration and internal support duties

Helping keep systems, emails and routine tasks organised and up to date

This is not a heavy warehouse role, however you should be comfortable occasionally lifting and moving stock items of up to approximately

10 kg .

Bookkeeping & Accounts





You will also be responsible for assisting with the day‑to‑day bookkeeping and accounts administration of the business.

Duties will include:

Using Xero for day‑to‑day bookkeeping

Entering and reconciling transactions

Bank reconciliations

Accounts payable and accounts receivable

Processing supplier bills and customer payments

Following up outstanding customer accounts

Preparing and issuing invoices

Processing credit notes and refunds

Checking invoices and payments for accuracy

Assisting with payroll administration

Maintaining accurate financial records

Assisting with BAS preparation and other bookkeeping requirements

Working with our external accountant when required

Providing management with basic accounts and financial information

Identifying discrepancies or unusual transactions and bringing them to management's attention

Systems experience is essential

You must already be confident using:

Microsoft Outlook and Teams

Microsoft Office

Xero

Experience with

Shopify

is highly regarded.

We are looking for someone who can step into these systems confidently. This is not a role where we will be providing basic computer training.

You’ll suit this role if you are

Highly organised and detail-focused

Strong with written English and professional email communication

Confident speaking with customers on the phone and in person

Friendly, outgoing and approachable

Calm under pressure

Able to work at a fast pace

Independent and able to take ownership of tasks

Comfortable taking direction and acting on feedback

Assertive enough to follow things up when required

Reliable and consistent

Able to prioritise without needing every task explained step by step





A fast learner who can understand and differentiate between a broad range of products and specifications

Fire industry experience is

not required .

You will be supported while learning our product range, however you will need to be capable of picking up product information quickly and accurately. Our range includes many similar products with different specifications, so attention to detail is extremely important.

AI capability

We actively use AI tools within the business and are looking for someone who is comfortable using them as a genuine productivity tool.

You should be able to use AI to help you work faster, research, organise information and improve efficiency — while still being able to

think independently, write clearly and communicate professionally without relying on generic AI-generated responses .

Valuable judgement matters more to us than simply knowing how to copy and paste prompts.

About the role

This is an

on‑site position, five days per week

in Smeaton Grange.

Monday to Friday

7:00am start

Full-time

Six‑month probation period

Immediate start preferred, however we are flexible for the right person

There is limited on‑site parking, however street parking is available less than a one‑minute walk from the office.

We operate from a newly fitted‑out office and shopfront complex on Anderson Road, with new and modern desks and facilities. We are located next to a café and directly across from an Ampol service station, with easy access to everyday essentials.

Growth opportunity

Prime Fire Supplies is still a young business, and this role has genuine opportunity to grow with us.

As the business develops, there is potential to move further into areas such as:

Sales

E‑commerce

Account management

Operations

Administration

Business support

Because this is our first external hire, the right person will have the opportunity to become an important part of the business as we continue to grow.

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📌 Sales, Administration & Bookkeeping Assistant (Sydney)
🏢 Prime Fire Supplies
📍 Sydney