Operations & Admin Coordinator – 4WD Auto Accessories

XTS 4X4; Caloundra; On-site; AUD 65,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Friendly team environment

Job summary

XTS 4X4 is seeking an organised Operations & Administration Coordinator in Queensland. You will coordinate installation schedules, support the sales team, and manage day-to-day administration to deliver an excellent customer experience from enquiry to handover.

Working with the Operations Manager, workshop staff, suppliers and customers, you will handle a mix of scheduling, administration and sales support in a fast-paced environment.

Qualifications

• Previous administration experience.
• Strong organizational and time management skills.
• Excellent verbal and written communication.
• Ability to manage multiple tasks simultaneously.
• High level of attention to detail.
• Professional telephone manner.
• Ability to work both independently and within a team.
• Experience scheduling field service or workshop operations.
• Experience in the automotive, 4WD or trades industry.
• Experience using Xero or inventory management software.

Responsibilities

• Answer incoming telephone calls professionally.
• Respond promptly to customer emails and enquiries.
• Welcome customers visiting the showroom.
• Complete data entry accurately and efficiently.
• Process warranty claims with suppliers.
• Maintain customer records and documentation.
• Assist with filing and general office administration.
• Prepare and maintain reports as required.
• Support the Operations Manager with administrative tasks.
• Maintain a clean, organized and professional reception area.
• Assist the sales team with customer enquiries.
• Prepare quotations and sales documentation.
• Process customer orders.
• Follow up customer enquiries and outstanding quotations.
• Book showroom appointments.
• Assist with finance and customer paperwork where required.
• Provide updates to customers regarding order and installation progress.
• Support the sales team to deliver exceptional customer service.
• Schedule customer vehicle installations and workshop bookings.
• Coordinate workshop capacity with the Operations Manager.
• Confirm booking dates and times with customers.
• Liaise with technicians to ensure jobs are completed efficiently.
• Prepare installation job packs and documentation.
• Coordinate with suppliers to ensure parts are available before scheduled installations.
• Manage changes to installation dates and communicate updates to customers.
• Maintain an accurate installation calendar and workflow.

Skills

Administrative skills

Customer service

Scheduling

Teamwork

Attention to detail

Phone etiquette

Independent worker

Tools

Microsoft 365

Outlook

Excel

Xero

Shopify

Unleashed Inventory

Job description

XTS 4X4 is seeking an organised Operations & Administration Coordinator in Queensland. You will coordinate installation schedules, support the sales team, and manage day-to-day administration to deliver an excellent customer experience from enquiry to handover.

Working with the Operations Manager, workshop staff, suppliers and customers, you will handle a mix of scheduling, administration and sales support in a fast-paced environment.