POSITION DESCRIPTION

1. POSITION PURPOSE The Reception & Client Services Officer is responsible for providing a professional and welcoming first point of contact for Clover Pipelines while delivering high-quality customer service and administrative support across the business.

This is a varied, hands-on position combining front-of-house reception, office administration and client services. The role supports customers, the Tasmanian Sales Team and broader business by responding to enquiries, coordinating customer requests, assisting with order and delivery information, maintaining accurate records and ensuring administrative processes are completed efficiently.

The position is expected to demonstrate a strong customer-first approach, take ownership of requests and contribute to a professional, organised and positive office environment.

2. KEY RESPONSIBILITIES

Procurement

- Answer and professionally direct incoming telephone calls.
- Manage procurement of products from suppliers including managing accurate requirements for project and sales orders.
- Maintain a systematic and accurate approach to interaction with key suppliers.
- Ensure pricing information is accurate.
- Forward plan product requirements through communication with the sales BDM’s.
- Assist with project requirements of product to ensure project timelines are met.

Client Services & Customer Support

- Act as a first point of contact for customer enquiries.
- Provide professional and responsive customer service to internal and external stakeholders.
- Assist customers with general product, pricing and service enquiries.
- Process customer requests and direct enquiries to the appropriate team member where required.
- Coordinate with Sales, Operations, Distribution and other internal teams to progress customer requirements.
- Assist with coordinating project deliveries and providing customers with order and delivery updates.
- Assist with quotations, sales documentation and customer correspondence.




- Follow up customer enquiries and ensure requests are progressed through to resolution.
- Maintain accurate customer records and information.
- Take ownership of customer requirements and provide a proactive, solution-focused service.

Sales & Administration Support

- Provide day-to-day administrative support to the Tasmanian Sales Team.
- Assist with data entry and maintaining customer records.
- Prepare reports, spreadsheets and presentations as required.
- Assist with scheduling meetings and calendar management.
- Assist with filing, scanning and maintaining electronic and hard-copy records.
- Provide administrative support to management and other departments as required.
- Assist with onboarding administration for new employees when required.
- Assist with company events, meetings and training coordination.

Process & Continuous Improvement

- Identify opportunities to improve administrative, reception and customer service processes.
- Assist with implementing improved filing and document management systems.
- Maintain accurate records and ensure documentation is current and organised.
- Contribute ideas that improve customer service and internal workflows.
- Support the efficient day-to-day operation of the office.

3. KEY ACCOUNTABILITIES & PERFORMANCE EXPECTATIONS The successful incumbent will be accountable for:

- Providing a consistently professional first impression of Clover Pipelines.
- Responding to customer enquiries in a timely, accurate and professional manner.
- Demonstrating ownership of customer requirements and following requests through to completion.
- Providing effective administrative support to Sales and other business functions.
- Maintaining accurate records and documentation.




- Maintaining product inventory through procurement from suppliers and CDC as required.
- Demonstrating strong communication and teamwork.
- Identifying and contributing to opportunities for process improvement.
- Maintaining confidentiality and complying with company policies and procedures.
- Working collaboratively with colleagues and contributing to a positive workplace culture.
- Maintaining a safe, clean and skilled working environment.
- Undertaking other reasonable duties consistent with the position and the needs of the business.

4. KEY INTERNAL & EXTERNAL RELATIONSHIPS Internal: Tas Sales Team, Client Services Team, General Manager TAS, Operations Manager, Internal Sales Team - BDM’s, Distribution Team, Management and broader business teams.

External: Customers, Suppliers, Visitors, Contractors, Couriers and service providers.

5. SKILLS, EXPERIENCE & POSITION REQUIREMENTS

This position requires a professional, customer-focused individual who can confidently manage competing priorities across procurement, administration and client services.

- Previous experience in admin/procurement customer service.
- High standard of professional conduct, integrity and honesty.
- Excellent verbal and written communication skills.
- Strong customer service and relationship-building skills.
- Strong organisational and time management skills.
- Exceptional attention to detail and accuracy.
- Ability to prioritise tasks and manage multiple responsibilities.
- Self-motivated with the ability to work independently and within a team.
- Strong problem-solving skills and initiative.
- Proactive and solution-focused approach to customer service.
- Ability to remain calm and professional in a fast-paced environment.
- Strong computer skills, including Microsoft Office, Outlook, Word, Excel and Teams.

Knowledge or experience within the water, wastewater, civil, irrigation, product or pipeline infrastructure industries would be advantageous but is not essential.

📌 Procurement & Client Services Officer (George Town)
🏢 Clover Pipelines
📍 George Town