Aust.
Window Fashions Pty Ltd – Geelong VIC
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 qualified 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.
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📌 Showroom/Admin Assistant (Geelong)
🏢 Australian Window Fashions
📍 Geelong