Administration Coordinator

Administration Coordinator

Company: Extreme Tilers Pty Ltd Location: Cornubia Salary: $75,000 – $85,000 + Super (depending on experience) Work type: Full-time Work arrangement: Hybrid

Extreme Tilers Pty Ltd is a prominent commercial tiling contractor in South East Queensland, specialising in high-end residential, commercial, and multi-residential projects. Through expansion, we now encompass specialist businesses: Pristine Stone Restoration and Drummy Repair. This role offers administrative and operational support across all three entities, providing significant variety and the chance to contribute to a growing group of companies. Our commitment to quality workmanship, professionalism, and enduring client relationships drives us. We seek an organised and proactive Administration Coordinator to join our expanding team.

This is not a conventional administration position. You will serve as the primary communication link between clients, estimators, project managers, technicians, and suppliers, ensuring the smooth daily operations of our three businesses. Working across Extreme Tilers, Pristine Stone Restoration, and Drummy Repair, you will be instrumental in customer service, scheduling, quotations, administration, and operational support. This role is suited for an individual who thrives on problem-solving, organising people and systems, and taking ownership of their responsibilities.

Key Responsibilities:

• Customer Service:
• Respond to incoming telephone calls.
• Manage shared email inboxes.
• Address customer inquiries.
• Direct inquiries to the relevant department.
• Uphold a professional customer experience.
• Scheduling & Coordination:
• Arrange inspections and service appointments.
• Coordinate technicians, labour, and subcontractors.
• Communicate with clients regarding booking times.
• Assist Project Managers with daily coordination tasks.
• Track job progress and update schedules accordingly.
• Quotations & Sales Support:
• Generate standard quotations using Xero.
• Follow up on outstanding quotations.
• Convert accepted quotations into active jobs.
• Maintain customer databases and CRM records.
• Provide administrative assistance to the estimating team.
• Administration:
• Prepare project files.
• Maintain digital records.
• Manage compliance documentation.
• Generate purchase orders and work orders.
• Assist with document control processes.
• Accounts Support:
• Follow up on overdue invoices.
• Distribute customer statements.
• Assist with purchase orders.
• Liaise with the bookkeeping team.
• Provide general administrative assistance.
• Operations Support:
• Coordinate communication between the office and site teams.
• Follow up on outstanding paperwork.
• Assist with timesheet administration.
• Maintain job documentation.
• Support the ongoing improvement of office systems and procedures.

About You:

You are an individual who:

• Possesses strong organisational skills.
• Enjoys working in a dynamic, fast-paced environment.
• Can effectively prioritise multiple tasks.
• Has excellent communication abilities.
• Takes initiative without requiring constant oversight.
• Enjoys assisting customers.
• Is comfortable interacting with builders, suppliers, and tradespeople.
• Demonstrates strong attention to detail.
• Is solution-focused.

Preferred Experience:

• Administration experience, with a preference for the construction industry.
• Experience utilising Xero.
• Experience with Google Workspace (Gmail, Docs, Sheets, Drive, and Calendar).
• Experience with CRM software (Zoho or similar is desirable).
• Scheduling or operations coordination experience.
• Customer service experience.
• An understanding of the construction industry is highly regarded but not essential.

What We Offer:

• Stable full-time employment.
• Hybrid working arrangements following initial training.
• A modern office environment.
• Support from a family-owned business.
• The opportunity to progress towards an Operations Manager role.
• Exposure to three exciting and expanding businesses.
• Ongoing training and development opportunities.
• A varied role with no two days being the same.

Why Join Us?

We are seeking someone who desires more than a standard administration role. This is a chance to become a vital member of our management support team, contributing to the daily operations of three growing businesses. If you value taking ownership, enhancing systems, and making a tangible impact, we encourage you to apply.

How to Apply:

Please submit:

• Your resume.
• A brief cover letter outlining why you are the suitable candidate for this position.