Job Description
Office & Production Administrator - Premium Window Furnishings
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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.
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About the role
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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).
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It works Monday to Friday. Start and finish times are flexible within our operating hours of 8:00am-5:00pm by agreement - with an early finish on Fridays.
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Key responsibilities
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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
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Book installations and service calls; coordinate scheduling with project managers, designers, their clients and installers; keep the installation schedule accurate
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Accounts administration in MYOB - issue invoices, confirm final payment before installation, turn delivery dockets into supplier bills, enter quotes and follow up outstanding payments
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Prepare production quotes; turn approved quotes into fully documented orders; record variations and approvals
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Populate job sheets and worksheets for production to check, and submit them for approval
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Keep visibility of the production schedule; keep clients and designers across lead times and job progress; flag delays early
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Order processing and procurement - raise purchase orders,



track supplier orders through to delivery, manage fabric, component and hardware stock, chase returns and supplier credits
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General administration, record keeping, mail and client gifts, and support to the Directors
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About you
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We are looking for someone who:
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Hasexceptional organisational and time-management skills, with a strong eye for detail and a methodical, consistent approach
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Takes ownership and responsibilityfor their work, follows tasks through to completion and takes pride in maintaining high standards
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Hasexcellent communication skills and sound judgement, with confidence dealing professionally with clients, designers, suppliers and trades
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Isadaptable, proactive and calm under pressure, able to anticipate what needs to happen next and respond effectively when priorities change
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Isa positive team member, with a warm, approachable manner and the ability to work independently as well as collaboratively
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Demonstrated experience preparing quotes, worksheets or job paperwork in a trades, manufacturing or interiors business - essential
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Available Monday to Friday - essential
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Window furnishings background a big plus - but any joinery, kitchen, shopfitting or manufacturing office where you did the quotes and job paperwork counts
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Experienced in office administration, order processing or operations coordination
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Working proficiency in MYOB (invoicing, bills, quotes); comfortable in cloud job-management platforms - we use monday.com
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Small business spirit: driven, hard-working and comfortable wearing a few different hats
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What's on offer
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$38 - $41 per hour + superannuation
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Flexible start and finish times within 8:00am-5:00pm, and an early finish on Fridays
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A wide-ranging role across the office and the workroom, with beautiful product
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A small, supportive team in a well-established business

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