Operations & Administration Coordinator

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 one of the Queensland's leading suppliers and installers of premium ute trays, canopies and 4WD accessories. We pride ourselves on delivering exceptional customer service, quality workmanship and industry-leading products.

As our business continues to grow, we're looking for a highly organized and customer-focused Operations & Administration Coordinator to become an integral part of our team. This role is ideal for someone who enjoys variety, thrives in a fast-paced environment and takes pride in keeping everything running smoothly.

Position Summary

The Operations & Administration Coordinator is responsible for coordinating installation schedules, supporting the sales team and ensuring the smooth day-to-day administration of the business.

Working closely with the Operations Manager, workshop staff, suppliers and customers, you'll play a key role in delivering an outstanding customer experience from initial enquiry through to vehicle handover.

This is a diverse role that combines scheduling, customer service, administration and sales support.

Key Responsibilities

General Administration

• 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.

Software & Systems

• The successful applicant will confidently use or be willing to learn:
• Microsoft 365
• Outlook
• Excel
• Xero
• Shopify
• Unleashed Inventory Management System

Skills & Experience

• 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.

Personal Attributes

• Friendly and approachable.
• Highly organised.
• Proactive and self-motivated.
• Reliable and dependable.
• Calm under pressure.
• Solution-focused.
• Professional in presentation.
• Positive with a can-do attitude.
• Committed to providing exceptional customer service.

What We Offer

• Competitive salary of $70,000
• Supportive and friendly team environment.
• Opportunity to work with one of Australia's leading 4WD accessory businesses.