Office Manager

Cooltone; City of Brisbane; On-site; AUD 65,000 - 80,000; Full time

Benefits offered by this job

Full-time role

Mon-Thu 7:30–16:00, Fri 15:00

Supportive management team

Growth opportunities

Job summary

Cooltone is seeking an experienced Office Manager at our Hendra head office to coordinate day-to-day administration, customer enquiries, sales appointments and accounts support.

You will work closely with the Operations Manager and Accounts Manager to keep the wider business running smoothly and efficiently. This role offers stability in a long-established local business with opportunities to grow.

Qualifications

• Experience as an Office Manager or senior administrator.
• Strong customer service and phone communication skills.
• Experience coordinating appointments, schedules or field-based teams.
• Xero and accounts experience is highly regarded.

Responsibilities

• Answer incoming phone calls and respond to general customer enquiries.
• Book and coordinate sales appointments for the on-road sales team.
• Manage shared inboxes and general office correspondence.
• Review and action daily approvals for upcoming works through scheduling system.
• Manage daily invoicing and general accounts administration.
• Accounts receivable, customer payments and debtor follow-up.
• Support accounts payable, reconciliations and timesheet processing.
• Coordinate vehicle servicing, registrations, tolls and fleet administration.
• Manage office supplies, utilities, IT and service providers.
• Maintain internal documentation and administrative processes.
• Coordinate internal events, toolbox talks & the office.
• Take ownership of general office requirements and ensure tasks are followed through.

Skills

Customer service

Time management

Organisational skills

Phone communication

Scheduling

Multi-tasking

Proactive

Attention to detail

Tools

Xero

Job description

Cooltone is a respected leader in the window film industry, with over 40 years of experience specialising in solar, decorative, security and printed graphics installations across Southeast Queensland.

As our business continues to grow, we are looking for an experienced and proactive Office Manager to join our Hendra head office.

Working closely with both our Operations Manager and Accounts Manager, this is a key role responsible for coordinating day-to-day office administration, customer enquiries, sales appointments and accounts support, while helping keep the wider business running smoothly.

Key Responsibilities:

• Answer incoming phone calls and respond to general customer enquiries
• Book and coordinate sales appointments for our on-road sales team
• Manage shared inboxes and general office correspondence
• Review and action daily approvals for upcoming works through our scheduling system
• Manage daily invoicing and general accounts administration
• Accounts receivable, customer payments and debtor follow-up
• Support accounts payable, reconciliations and timesheet processing
• Coordinate vehicle servicing, registrations, tolls and fleet administration
• Manage office supplies, uniforms, utilities, IT and service providers
• Maintain internal documentation and administrative processes
• Coordinate internal events, catering for toolbox talks & the office
• Coordinate day-to-day administrative requirements across Operations and Accounts
• Take ownership of general office requirements and ensure tasks are followed through

The Ideal Candidate:

• Previous experience in an Office Manager, Senior Administration or similar role
• Strong customer service and phone communication skills
• Experience coordinating appointments, schedules or field-based teams
• Xero and accounts experience highly regarded
• Strong organisational and time-management skills
• Excellent attention to detail
• Confident dealing with customers, suppliers and internal staff
• Able to manage multiple priorities in a busy environment
• Proactive, accountable and comfortable taking ownership of their responsibilities

What We Offer:

• Full-time, stable position in a long-established and growing business
• Monday to Thursday 7:30 am – 4:00 pm, with an early finish at 3:00 pm on Fridays
• Supportive and experienced long term management team
• A varied role with genuine responsibility and opportunity to grow with the business

If you’re an experienced office professional who enjoys keeping things organised, dealing with customers and becoming a central part of a busy team, we’d love to hear from you.

Please apply with your resume and a short cover letter outlining your suitability for the role.