Office and Client Services Coordinator

In And Out Trades Pty Ltd; Gosford; On-site; AUD 75,000 - 80,000; Full time

Benefits offered by this job

Central Coast location

Ownership of responsibilities

Close collaboration with owners andOps

Established systems and processes

Practical, down-to-earth environment

Flexibility: FT or PT arrangement

Job summary

In and Out Trades is a carpentry and property maintenance business on the Central Coast, seeking an experienced office professional to manage day-to-day administration and client communications. This role supports the Owners, Operations Manager, Estimator and field team, ensuring invoices, records, and systems stay up to date.

You will own client communications, invoicing, accounts receivable, and day-to-day accounting tasks within established processes.

Qualifications

• Experience in office management or senior administration within a trades, construction, maintenance or similar business.
• Strong hands-on Xero experience is essential.
• Confidence with invoicing, accounts receivable and general accounts administration.
• Excellent client service and phone communication skills.
• Excellent organisation and attention to detail.
• Ability to manage your own workload and follow tasks through to completion.

Responsibilities

• Client communication - handling calls and emails professionally, keeping clients informed.
• Invoicing - ensuring completed work is invoiced promptly and accurately.
• Accounts receivable - monitoring outstanding invoices and following up overdue accounts.
• Xero tasks - reconciliations, bill entry, receipts, invoicing and day-to-day administration.
• Purchase orders and supplier administration - raising and tracking POs, matching docs.
• Scheduling support - assisting with bookings and client confirmations.
• Job administration - keeping job records, variations, documentation up to date.
• Systems and processes - following established processes and suggesting improvements.
• Team/HR administration - timesheets, leave docs, employee records, inductions.
• General office coordination - keeping admin side organized.

Skills

Client service

Invoicing

Accounts receivable

Organisation

Workload management

Trade-based business experience

Phone communication

Following systems

Proactive, solutions-focused

Tools

Xero

Job management systems

Cloud-based software

Job description

Full-time or Part-time
$75,000 – $80,000 + super (full-time equivalent, based on experience)
Flexible working arrangement available for the right candidate

About Us

In and Out Trades is a carpentry and property maintenance business based on the Central Coast, working with real estate agencies, property managers and private clients across a broad range of maintenance, repairs, renovations and project work.

We’re a hands-on business that values quality work, clear communication and getting things done properly. We’re looking for an experienced office professional who understands the pace and practical nature of a trade-based business and can help keep the administration and client side of the business running smoothly.

The Role

This is a key support role within the business and would suit someone who is organised, capable and comfortable taking ownership of their responsibilities without needing to be constantly followed up.

You’ll be the central point for much of our day-to-day office administration, client communication and accounts support, working closely with the owners, Operations Manager, Estimator and field team.

You won’t be responsible for running the trade schedule, but you will play an important role in supporting it - keeping information current, communicating with clients and trades, and making sure the administrative side of jobs doesn't fall behind.

Likewise, we already have systems and processes in place. We want someone who can work within them, keep them moving and help us improve them over time, rather than someone coming in expected to rebuild the business from scratch.

What You’ll Own

• Client communication - answering calls and emails professionally, keeping clients informed and ensuring enquiries are followed through
• Invoicing - ensuring completed work is invoiced promptly and accurately
• Accounts receivable - monitoring outstanding invoices and confidently following up overdue accounts
• Xero - reconciliations, bill entry, receipts, invoicing and general day-to-day accounts administration
• Purchase orders and supplier administration - raising and tracking POs, matching documentation and following up where required
• Scheduling support - assisting the Operations Manager with bookings, job changes, client confirmations and communication with the field team
• Job administration - keeping job records, variations, documentation and information accurate and up to date
• Systems and processes - following established processes consistently and helping identify practical improvements
• Team administration - timesheets, leave documentation, employee records, inductions and general HR administration
• General office coordination - keeping the administrative side of the business organised and ensuring important tasks don't get missed

What We’re Looking For

For this role, previous experience working in a trade-based business is essential.

You understand that trade businesses move quickly. Jobs change, clients call, trades need information, invoices need to go out, and priorities can shift during the day. You know how to keep things organised without creating unnecessary complexity.

• Previous office management, senior administration or client services experience within a trades, construction, maintenance or similar business
• Strong hands‑on Xero experience - this is essential
• Confidence with invoicing, accounts receivable and general accounts administration
• Strong client service and phone communication skills
• Excellent organisation and attention to detail
• Confidence using job management systems and cloud‑based software
• The ability to manage your own workload and follow tasks through to completion
• A practical, solutions-focused approach
• The confidence to follow people up when something needs to be done
• Experience with trade job‑management software would be highly regarded.

How We Work

We’re looking for someone who is friendly and approachable, but also comfortable being accountable for their area.

You’ll fit in well if you:

• Take ownership of your work and follow things through
• Don't leave invoices, emails or client requests sitting unnecessarily
• Can confidently pick up the phone rather than avoiding a difficult conversation
• Stay calm when several things need attention at once
• Follow established systems and processes consistently
• Speak up when you can see a better way of doing something
• Communicate clearly with both clients and trades
• Enjoy being part of a small, practical team where everyone contributes

We are open to both full-time and part-time arrangements for the right candidate.

For a part-time arrangement, we would ideally be looking for someone available across the majority of the working week so there is consistency for our clients and team, rather than squeezing the role into only one or two days.

We’re happy to discuss hours and structure with the right person.

What We Offer

• $75,000 – $80,000 + super FTE, depending on experience
• Full-time or part-time arrangement considered
• Central Coast location
• A varied role where you can genuinely take ownership of your responsibilities
• The opportunity to work closely with the owners and operational team
• Established systems and processes, with scope to help refine them
• A practical, down-to-earth working environment
• A business where strong administration and client service are genuinely valued