Administration Manager

Preferred Trades Pty Ltd; City of Brisbane; On-site; AUD 90,000 - 110,000; Full time

Job summary

Preferred Trades Pty Ltd is seeking an experienced Administration Manager based in Chermside to own the day-to-day admin workflow across active jobs and maintain accurate records in Prime Ecosystem CRM.

You will communicate proactively with insurance builders, project managers and customers, prepare variations and supporting docs, manage invoicing and drive continuous improvement across procedures while ensuring timely payments and high service standards.

Qualifications

• Demonstrated experience using Prime Ecosystem CRM - this is essential
• Experience in insurance building and an understanding of builder and insurer workflow requirements
• Experience in metal roofing, construction or a comparable trade environment
• Strong experience preparing and submitting variations, estimates and supporting documentation
• Experience working with KPIs and using them to manage priorities, performance and follow-up
• Very strong customer service and stakeholder communication skills
• Confidence dealing with clients, builders, supervisors, trades and business owners
• Experience with invoicing and completion documentation
• The ability to build procedures, improve processes and bring structure to a busy operational environment
• Strong attention to detail and the ability to manage multiple jobs and competing priorities without losing follow-through

Responsibilities

• Own the day-to-day administration workflow across active jobs in Prime Ecosystem CRM
• Maintain accurate job records, statuses, documents, notes and key dates so information is current and reliable
• Provide clear and proactive updates to insurance builders, project managers, customers and internal stakeholders
• Prepare and submit variations, estimates and supporting documentation accurately and within required timeframes
• Manage invoicing, job completion documentation and administrative follow-up to support timely payment
• Monitor administration KPIs, identify issues early and drive follow-up where targets are not being met
• Build, document and improve procedures so processes are consistent, practical and scalable
• Coordinate information between supervisors, trades and the office to keep jobs progressing efficiently
• Manage incoming enquiries and escalations with a strong focus on customer service and resolution
• Review workflow performance and identify opportunities to improve turnaround times, accuracy and client experience

Skills

Customer service

Stakeholder communication

Attention to detail

Invoicing experience

Tools

Prime Ecosystem CRM

Job description

$90,000 - $110,000 + super | Full-time | Chermside | Monday to Friday | 9:00am - 5:00pm

If you know Prime Ecosystem, understand insurance building and can keep jobs, clients and internal teams moving without things falling through the cracks, this could be a strong next move.

Preferred Trades is growing, and we are looking for an experienced Administration Manager to take ownership of the systems, communication and administrative processes that support our day-to-day operations.

This is not an entry-level administration role.

You will need to be confident working in Prime Ecosystem CRM, understand the pace and detail required in insurance building, and have experience in a trade environment, ideally metal roofing. You will be responsible for keeping job information accurate, client communication consistent, submissions moving and procedures working across the business.

The role

This is a hands-on role for someone who can manage the administration function while still being comfortable getting into the detail when required.

You will:

• Own the day-to-day administration workflow across active jobs in Prime Ecosystem CRM
• Maintain accurate job records, statuses, documents, notes and key dates so information is current and reliable
• Provide clear and proactive updates to insurance builders, project managers, customers and internal stakeholders
• Prepare and submit variations, estimates and supporting documentation accurately and within required timeframes
• Manage invoicing, job completion documentation and administrative follow-up to support timely payment
• Monitor administration KPIs, identify issues early and drive follow-up where targets are not being met
• Build, document and improve procedures so processes are consistent, practical and scalable
• Coordinate information between supervisors, trades and the office to keep jobs progressing efficiently
• Manage incoming enquiries and escalations with a strong focus on customer service and resolution
• Review workflow performance and identify opportunities to improve turnaround times, accuracy and client experience

Who will suit this role?

You may currently be an Administration Manager, Senior Administrator, Insurance Building Coordinator or experienced Project Administrator within roofing, construction, repairs or another trade-based business.

The title matters less than whether you understand the workflow, know the systems and can take ownership.

For this role, you will need:

• Demonstrated experience using Prime Ecosystem CRM - this is essential
• Experience in insurance building and an understanding of builder and insurer workflow requirements
• Experience in metal roofing, construction or a comparable trade environment
• Strong experience preparing and submitting variations, estimates and supporting documentation
• Experience working with KPIs and using them to manage priorities, performance and follow-up
• Very strong customer service and stakeholder communication skills
• Confidence dealing with clients, builders, supervisors, trades and business owners
• Experience with invoicing and completion documentation
• The ability to build procedures, improve processes and bring structure to a busy operational environment
• Strong attention to detail and the ability to manage multiple jobs and competing priorities without losing follow-through

Preferred Trades is the flagship business within a growing group operating across roofing and other trade services, with further growth planned.

You will have:

• A full-time role based from our Chermside office, Monday to Friday, 9:00am - 5:00pm
• Future flexibility options available after successfully completing the six-month probation period
• Direct access to business decision-makers and operational leaders
• The opportunity to shape procedures and improve how the administration function operates
• A key role in a growing trade business where strong administration has a direct impact on customer service and operational performance
• A long-term opportunity to grow with an expanding group of trade businesses

We are looking for someone organised, commercially aware and proactive who takes pride in accuracy, communication and follow-through.

Applications will be reviewed and shortlisted as they are received.