Australian Crushing and Belting Group Pty Ltd – Caboolture QLD
The Administration & Operations Assistant acts as the 'engine room' for our rapidly growing service and maintenance business, focusing on enhancing productivity by handling the administrative and operational tasks that often distract management from delivering high levels of project delivery. This role is vital for maintaining data integrity, quote and invoice accuracy, managing software tools, and ensuring the business remains organized and productive. Coordinating with the Operations and Service teams, this role ensures the smooth and accurate workflow of Field Service Reports from quote through to invoice.
Reports to Business Owners
Core Responsibilities
Service Project Administration
Open project job numbers and establish job parameters in the system
Establish customer records with contact lists and credit information
Maintain accurate and up-to-date customer information, pricing and job tracking records against schedules and resources
Collate job milestone reports and provide feedback to managers and customers
Service Project Estimating and Cost Tracking
Prepare estimates and quotes for jobs in conjunction with management
Monitor job performance metrics against quotes and track for variations
Track and validate time and costs on jobs and record in the system
Prepare timesheets for transfer to payroll
Manage Field Service Reports, validating that jobs are accurately recorded and orders can be invoiced
Data Management
Maintain data integrity in the CRM systemby ensuring all parties have completed required inputs, cleaning duplicates, performing batch updates,



and ensuring assigned owners and timely follow up of tasks.
Maintain accurate and up-to-date sales records, customer information, and sales performance metrics.
Prepare and issue invoices
Coordinate payroll and payments to subcontractors
Monitor debtors and Creditors and report to management
Issue purchase orders in line with approved job estimates/quotes
Administrative Support
Support the management and service team with administrative tasks, including data entry, report generation, and CRM management.
Assist in the preparation and organization of sales presentations, proposals, and contracts.
Manage calendars and coordinate meetings.
Provide direct administrative support to the Operations Manager and company directors as required.
Reporting & Monitoring
Analyse sales data to provide insights on trends, customer behaviour, and sales performance.
Deliver weekly pipeline snapshots, tracking sales activity (meetings, outreach, call volume, tasks) and flag urgent leads or 'stuck' deals for immediate action.
Prepare regular and ad-hoc reports for management, highlighting key sales metrics and performance indicators.
Process Coordination
Facilitate communication between sales, service, operations and other departments like workshop, logistics, procurement and finance to streamline workflows.
Contact customers as required to request information and update customer records.
Follow up orders to monitor customer satisfaction surveys and KPIs.
Other Responsibilities
Answer phones as required by roster or office workload
Provide back-up to finance and accountant
Other ad-hoc tasks as requested by management from time to time
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📌 Administration & Operations Assistant (Caboolture)
🏢 Australian Crushing and Belting Group
📍 Caboolture