Office & Admin Coordinator

Aussie Buckets Pty Ltd; City of Melbourne; On-site; AUD 70,000 - 75,000; Full time

Job summary

Aussie Buckets Pty Ltd in Melbourne CBD is seeking a Sales Coordinator to maintain customer response times, process payments against orders, and keep CRM data accurate. The role blends systems work with office tasks in a busy team.

You will enter payments, update HubSpot and NetSuite, answer calls, manage shared inboxes, and ensure orders are matched correctly. A detail-focused candidate with two years in sales support will thrive.

Qualifications

• Minimum two years in sales support or a similar detail-sensitive role.
• Experience entering payments and orders against records.
• Detail-oriented with ability to follow checklists.
• Experience with CRM/ERP systems preferred.
• Familiarity with HubSpot/NetSuite/Xero/Aircall is a plus.

Responsibilities

• Enter customer payments against sales orders.
• Maintain HubSpot CRM records and statuses.
• Answer calls and manage shared inboxes.
• Prepare pipeline and sales reports.
• Coordinate with dispatch, accounts and operations.
• Respond to social media messages where relevant.

Skills

Attention to detail

Phone etiquette

Clear written communication

CRM/ERP data entry

Multitasking

Tools

HubSpot

NetSuite

Xero

Aircall

Job description

Melbourne CBD, VIC | Full-time | Permanent | Onsite
$70,000 - $75,000pa + super
Reports to: Head of Sales

Aussie Buckets supplies attachments to contractors and machinery operators across Australia. We are looking for a Sales Coordinator to keep our customer response, payment entry and CRM data accurate and moving.

This role is roughly half systems work and half customer and office work. You will be entering customer payments against sales orders, keeping HubSpot correct, answering the phone, managing shared inboxes and keeping the office running. If you like structured work, accurate records and clear priorities, you will do well here. If you want a pure finance or pure reception role, this is not it.

What you'll own

Payments and CRM accuracy

Apply customer payments from the bank feed to the correct sales order or invoice in NetSuite.

Update the matching deal and payment status in HubSpot.

Flag anything that does not clearly match a single order rather than allocating it on a best guess.

Keep HubSpot records clean: fix formatting and spelling, merge or flag duplicates, fill missing information, correct or upscale wrong deal stages.

Create new deals from enquiries as required.

Prepare pipeline and sales reports for the Head of Sales and sales managers.

Customer contact

Answer the general admin line and manage sales and operations call overflow through Aircall.

Make sure missed sales calls are picked up and returned by the right rep on the same day.

Manage the sales, accounts and admin inboxes so enquiries are answered, actioned or escalated by close of business.

Respond to Facebook, Instagram and LinkedIn comments and messages in a brand-consistent tone, and create deals from them where relevant.

Follow up customers who leave reviews with photos and arrange approved thank-you gifts.

Coordination and office

Work with dispatch, accounts and operations on stock, order queries and customer escalations.

Support the sales team with order and key-account administration.

Keep the office and kitchen clean and stocked, including consumables, supplies, deliveries and supplier contact.

General duties in support of the sales and admin function.

What you'll bring

At least two years in sales support, order processing, customer operations or a similar detail-sensitive role.

Experience entering payments, orders or invoices against customer records in a CRM or ERP.

Strong attention to detail, and the discipline to stop and escape rather than guess when something does not match.

Ability to manage a busy phone line and shared inboxes without losing track of commitments.

Confident phone manner and clear written communication.

Comfortable following checklists and processes, and raising discrepancies early.

Experience with HubSpot, NetSuite, Xero or Aircall is an advantage, as is a background in construction, machinery, industrial products or trade customers.

How success is measured

Customer calls answered, returned or escalated within agreed timeframes.

Customer emails actioned or escalated by close of business.

Payments entered against the correct order, with HubSpot status matching, and nothing applied on a guess.

CRM duplicates, errors, missing information and incorrect stages found and fixed promptly.

Sales reporting delivered accurately and on time.

Office and admin work completed reliably without displacing customer and payment work.