Position Description:

Showroom & Office Administration Coordinator

Company: Australian Window Fashions

Location: Breakwater, Geelong VIC

Employment Basis: Full time (38 hours per week)

Schedule: Monday to Friday, 8:00 AM – 4:00 PM

Reports To: Business Owner / Managing Director

Role Overview

The Showroom & Office Administration Coordinator serves as the central operational hub for Australian Window Fashions. Based out of our Breakwater showroom, this role manages daily front-of-house operations, client communication channels, supplier ordering pipelines, and job administration.

You will act as the key link connecting prospective clients, our field measuring/installation personnel, and external manufacturing partners to ensure smooth, accurate project workflows from initial contact through to installation and final payment.

Key Responsibilities

1. Showroom Management & Client Front-of-House

- Open, maintain, and manage the Breakwater showroom during standard operating hours (8:00 AM – 4:00 PM).

- Welcome walk-in clients, present product displays (roller blinds, curtains, plantation shutters, awnings), and explain fabric and motorisation options.

- Answer inbound phone enquiries and respond promptly to website leads, collecting project specifications and qualifying requirements.

2. Quoting & Calendar Management

- Convert site measurements and client specifications into detailed, accurate customer quotations.

- Manage and schedule calendar bookings for in-home consultations, site check-measures, and final installations.

- Communicate schedule updates, arrival windows, and booking confirmations to clients via phone and email.

3. Supplier Ordering & Fabrication Logistics





- Audit confirmed measure sheets for technical completeness and enter custom fabrication orders into supplier software portals.

- Liaise with component suppliers and textile manufacturers to track production timelines, manage lead times, and resolve supply queries.

- Inspect incoming order paperwork to verify dimensions, hardware specifications, and fabric batches prior to installation dispatch.

4. Billing & Financial Administration (Xero)

- Generate client deposits, progress claims, and final invoices within Xero upon job milestone completion.

- Co-ordinate with our bookkeeping company to ensure payments to suppliers are managed.

5. Digital Workflow & CRM Maintenance

- Maintain structured client files, job progression stages, and detailed project notes inside our digital CRM platform.

- Ensure clear handoffs of installation notes, motor configurations, and site access details to the fitting team.

- Identify opportunities to streamline administrative workflows, templates, and communication pipelines.

Required Skills & Qualifications

- Experience: 2+ years of experience in office administration, showroom operations, or sales coordination. Prior industry experience in window furnishings (curtains, blinds, shutters) is highly regarded.

- Digital Systems: Demonstrated proficiency using cloud-based CRM/project tracking software and digital calendars. Hands-on experience with Xero accounting software is preferred.

- Numeracy & Accuracy: High precision when working with numerical dimensions, millimetre deductions, fabric codes, and price matrices.

- Communication: Articulate verbal communication and professional email correspondence suited to premium residential and commercial clients.

- Work Ethic: Reliable, punctual, self-directed, and capable of prioritizing tasks independently in a quiet showroom setting.

📌 Showroom/Admin Assistant (Geelong)
🏢 Australian Window Fashions
📍 Geelong