Office & Production Administrator - Premium Window Furnishings

Ian Frood is one of Melbourne's most respected makers of premium window furnishings for leading interior designers and architects. From our Port Melbourne workroom, a small, close-knit team takes beautiful projects from quote to installation in some of Australia's finest homes.

About the role

This is the hub of our office and the link to our workroom - a genuine coordination role connecting clients, designers, installers, suppliers and production. The role is split between office administration (customer service, installation scheduling and invoicing in MYOB) and production paperwork (quotes, job sheets and worksheets, order processing, purchase orders and stock).

It works Monday to Friday. Start and finish times are versatile within our operating hours of 8:00am-5:00pm by agreement - with an early finish on Fridays.

Key responsibilities

Answer incoming calls and be the first point of contact for clients, designers, suppliers and installers; manage service calls and after-sales enquiries through to resolution

Book installations and service calls; coordinate scheduling with project managers, designers, their clients and installers; keep the installation schedule accurate

Accounts administration in MYOB - issue invoices, confirm final payment before installation, turn delivery dockets into supplier bills, enter quotes and follow up outstanding payments

Prepare production quotes; turn approved quotes into fully documented orders; record variations and approvals

Populate job sheets and worksheets for production to check, and submit them for approval

Keep visibility of the production schedule; keep clients and designers across lead times and job progress; flag delays early

Order processing and procurement - raise purchase orders,



track supplier orders through to delivery, manage fabric, component and hardware stock, chase returns and supplier credits

General administration, record keeping, mail and client gifts, and support to the Directors

About you

We are looking for someone who:

Hasexceptional organisational and time-management skills, with a strong eye for detail and a methodical, consistent approach

Takes ownership and responsibilityfor their work, follows tasks through to completion and takes pride in maintaining high standards

Hasexcellent communication skills and sound judgement, with confidence dealing professionally with clients, designers, suppliers and trades

Isadaptable, proactive and calm under pressure, able to anticipate what needs to happen next and respond effectively when priorities change

Isa positive team member, with a warm, approachable manner and the ability to work independently as well as collaboratively

Demonstrated experience preparing quotes, worksheets or job paperwork in a trades, manufacturing or interiors business - essential

Available Monday to Friday - essential

Window furnishings background a big plus - but any joinery, kitchen, shopfitting or manufacturing office where you did the quotes and job paperwork counts

Experienced in office administration, order processing or operations coordination

Working proficiency in MYOB (invoicing, bills, quotes); comfortable in cloud job-management platforms - we use monday.com

Small business spirit: driven, hard-working and comfortable wearing a few different hats

What's on offer

$38 - $41 per hour + superannuation

Flexible start and finish times within 8:00am-5:00pm, and an early finish on Fridays

A varied role across the office and the workroom, with beautiful product

A small, supportive team in a well-established business

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📌 Office & Production Administrator - Premium Window Furnishings (Melbourne)
🏢 Ian Frood
📍 Melbourne