Aquarius Pools is seeking a friendly, highly organised and proactive Office & Service Administrator to join our office-based team in Mornington.

This is on site varied role combining service administration, scheduling, customer service, reception, accounts support and general office administration. You will be an important point of contact for our customers while providing day-to-day support.

Working within a close-knit team, we're looking for someone who is confident communicating with customers, highly organised and comfortable managing multiple priorities. You will need to be self-motivated, reliable and able to use your initiative to keep things moving.

Hours: Monday to Friday, 8:30am – 4:30pm

Location: Mornington, VIC

About the role

Aquarius Pools is seeking a friendly, highly organised and proactive Office & Service Administrator to join our office-based team in Mornington.

This is on site varied role combining service administration, scheduling, customer service, reception, accounts support and general office administration. You will be an important point of contact for our customers while providing day-to-day support.

Working within a close-knit team, we're looking for someone who is confident communicating with customers, highly organised and comfortable managing multiple priorities. You will need to be self-motivated, reliable and able to use your initiative to keep things moving.

Hours: Monday to Friday, 8:30am – 4:30pm

Location: Mornington, VIC

What you'll be doing

Service Administration & Customer Support

- Managing incoming service and maintenance enquiries and bookings

- Scheduling and coordinating service technicians and labour

- Managing technician schedules and adjusting bookings in response to cancellations, absences and changing workloads

- Communicating with clients regarding bookings,

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service requirements and follow-up

- Preparing service quotes and associated administration

- Preparing and processing service purchase orders

- Completing service invoicing and processing customer payments

- Processing credit card payments

- Maintaining accurate service records and job information within our scheduling systems

- Other ad hoc administration tasks for the service department

Reception & Office Administration

- Answering incoming calls and emails in a professional and friendly manner

- Managing front-of-house reception and greeting customers, suppliers and visitors

- Receiving deliveries, allocating stock and ensuring all items are processed in accordance with the purchase order system

- Maintaining accurate office records, files and documentation

- Managing office supplies and amenities

- Mail collection and distribution

- Daily office housekeeping and ensuring office/factory is kept organised and presentable

- Providing general administrative support to management and the wider team

- Assisting with general and ad hoc administrative tasks as required

Accounts & Business Administration

- Xero data entry, including payments and receivables

- Processing timesheets into Xero

- Banking and payment processing

- Assisting with accounts payable and receivable

- Preparing construction purchase orders

- Ordering stock and assisting with inventory administration

- Coordinating and processing incoming stock