Office Coordinator

Hobbs Constructions; Huskisson; On-site; AUD 70,000 - 90,000; Full time

Job summary

Ashbrook Kitchens and Joinery is seeking an experienced Office Coordinator to join our growing team. This role is more than a standard administration position; you will own the day-to-day administration and coordinate our jobs from enquiry through to invoicing.

Based in our office, you will manage work-in-progress, liaise with clients and trades, prepare documentation, and keep jobs moving by following up outstanding actions and deadlines.

Responsibilities

• Managing and monitoring jobs from initial enquiry through to completion and invoicing
• Maintaining accurate WIP and job statuses
• Liaising with clients, trades, suppliers and internal staff
• Monitoring and actioning incoming emails and enquiries
• Following up outstanding quotes, variations, approvals, reports and documentation
• Preparing and sending work orders
• Following up completion photos and documentation from trades
• Preparing invoices and identifying jobs ready for invoicing
• Assisting with estimates and quotations
• Preparing variations and applying margins to external quotations where required
• Registering new jobs and maintaining accurate job records
• Preparing contracts and associated documentation
• Saving and maintaining job correspondence, documents and photographs
• Identifying jobs and proactively following up what is required
• Supporting management with outstanding actions, deadlines and follow-ups

Job description

Ashbrook Kitchens and Joinery is looking for an experienced, highly organised and proactive Office Coordinator to join our growing team.

This is much more than a standard administration position. We are looking for someone who can take genuine ownership of the day-to-day administration and coordination of our jobs, understand where each job is up to and ensure nothing falls through the cracks.

Working closely with management and our production team, you will manage jobs from initial enquiry through to completion and invoicing, maintain our Work in Progress (WIP), liaise with clients and trades, prepare documentation, follow up outstanding actions and keep jobs moving.

Key responsibilities will include:

• Managing and monitoring jobs from initial enquiry through to completion and invoicing
• Maintaining accurate WIP and job statuses
• Liaising with clients, trades, suppliers and internal staff
• Monitoring and actioning incoming emails and enquiries
• Following up outstanding quotes, variations, approvals, reports and documentation
• Preparing and sending work orders
• Following up completion photos and documentation from trades
• Preparing invoices and identifying jobs ready for invoicing
• Assisting with estimates and quotations
• Preparing variations and applying margins to external quotations where required
• Registering new jobs and maintaining accurate job records
• Preparing contracts and associated documentation
• Saving and maintaining job correspondence, documents and photographs
• Identifying jobs and proactively following up what is required
• Supporting management with outstanding actions, deadlines and follow-ups

We need someone who can think for themselves and stay one step ahead. You should be comfortable chasing management, trades and clients for information and following things through until they are completed.

Experience within joinery, construction, building, trades or a similar industry would be highly regarded.

This is a full-time, office-based position and is not a work-from-home role.