Administration & Operations Assistant

Australian Crushing and Belting Group Pty Ltd; Caboolture; On-site; AUD 54,000 - 76,000; Full time

Job summary

Australian Crushing and Belting Group Pty Ltd is seeking an Administration & Operations Assistant in Caboolture, QLD. The role supports service and maintenance operations, ensuring data integrity, accurate quotes and invoices, and efficient workflow from quote to invoice.

Reports to the Business Owners and collaborates with the Operations/Service teams. Responsibilities include managing job numbers, customer records, cost tracking, payroll liaison, and generating reports to inform management

Qualifications

• Experience in administration and data management.
• Ability to prepare invoices and sales reports.
• Strong organizational and communication skills.

Responsibilities

• Open project files and establish job parameters in the system.
• Maintain customer records with contact lists and credit information.
• Prepare timesheets for payroll and ensure accurate invoicing.
• Coordinate with operations and service teams to smooth workflows.
• Analyse sales data and provide regular reporting to management.
• Support management with administrative tasks and CRM upkeep.

Skills

Data entry

CRM management

Administrative support

Financial processing

Tools

CRM software

MS Office

Job description

Australian Crushing and Belting Group Pty Ltd – Caboolture QLD

The Administration & Operations Assistant acts as the ‘engine room’ for our rapidly growing service and maintenance business, focusing on enhancing productivity by handling the administrative and operational tasks that often distract management from delivering high levels of project delivery. This role is vital for maintaining data integrity, quote and invoice accuracy, managing software tools, and ensuring the business remains organized and efficient. Coordinating with the Operations and Service teams, this role ensures the smooth and accurate workflow of Field Service Reports from quote through to invoice.

Reports to Business Owners

Core Responsibilities

Service Project Administration

• Open project job numbers and establish job parameters in the system
• Establish customer records with contact lists and credit information
• Maintain accurate and up-to-date customer information, pricing and job tracking records against schedules and resources
• Collate job milestone reports and provide feedback to managers and customers

Service Project Estimating and Cost Tracking

• Prepare estimates and quotes for jobs in conjunction with management
• Monitor job performance metrics against quotes and track for variations
• Track and validate time and costs on jobs and record in the system
• Prepare timesheets for transfer to payroll
• Manage Field Service Reports, validating that jobs are accurately recorded and orders can be invoiced

Data Management

• Maintain data integrity in the CRM systemby ensuring all parties have completed required inputs, cleaning duplicates, performing batch updates, and ensuring assigned owners and timely follow up of tasks.
• Maintain accurate and up-to-date sales records, customer information, and sales performance metrics.
• Prepare and issue invoices
• Coordinate payroll and payments to subcontractors
• Monitor debtors and Creditors and report to management
• Issue purchase orders in line with approved job estimates/quotes

Administrative Support

• Support the management and service team with administrative tasks, including data entry, report generation, and CRM management.
• Assist in the preparation and organization of sales presentations, proposals, and contracts.
• Manage calendars and coordinate meetings.
• Provide direct administrative support to the Operations Manager and company directors as required.

Reporting & Monitoring

• Analyse sales data to provide insights on trends, customer behaviour, and sales performance.
• Deliver weekly pipeline snapshots, tracking sales activity (meetings, outreach, call volume, tasks) and flag urgent leads or ‘stuck’ deals for immediate action.
• Prepare regular and ad-hoc reports for management, highlighting key sales metrics and performance indicators.

Process Coordination

• Facilitate communication between sales, service, operations and other departments like workshop, logistics, procurement and finance to streamline workflows.
• Contact customers as required to request information and update customer records.
• Follow up orders to monitor customer satisfaction surveys and KPIs.

Other Responsibilities

• Answer phones as required by roster or office workload
• Provide back-up to finance and accountant
• Other ad-hoc tasks as requested by management from time to time