Operations Administrator

Boutique Heating and Cooling; Melbourne; Sur place; AUD 55 000 - 75 000; Plein temps

Résumé du poste

Boutique Heating and Cooling in Melbourne's south east is seeking an organised Operations Administrator to support the day-to-day running of the office. You will coordinate bookings, manage paperwork, and keep customers and technicians informed.

You'll work closely with the owner and a small team, handling scheduling, quotes and invoices, and identifying ways to improve office processes and customer service.

Qualifications

• Previous experience in administration, scheduling or customer service.
• Strong organisation skills and attention to detail.
• Friendly, professional communication over the phone and by email.
• Confidence managing several tasks and adjusting priorities when needed.
• A proactive approach, with the ability to work independently and follow through.
• Experience in a trades or service business, or with job management and accounting software, would be an advantage.

Responsabilités

• Answer phone calls and emails, and respond to customer enquiries.
• Schedule installations, servicing and repairs, coordinating technician availability.
• Confirm bookings and keep customers updated about arrival times or schedule changes.
• Prepare and send quotes and invoices, and follow up outstanding responses and payments.
• Coordinate supplier orders and deliveries with the team.
• Maintain accurate customer records, job notes and documentation.
• Support the owner and technicians with day-to-day administration.
• Identify practical ways to improve office processes and customer service.

Description du poste

Boutique Heating & Cooling is a growing, family-run heating and cooling business based in Carrum Downs. We provide installations, servicing and repairs for residential and light commercial customers across Melbourne’s south-east.

We’re looking for an organised and reliable Operations Administrator to help keep our office and daily jobs running smoothly.

About the role

You’ll be a key point of contact for customers and our technicians, helping coordinate bookings, manage paperwork and keep everyone informed.

This role suits someone who enjoys working with people, takes ownership of their tasks and can stay on top of changing priorities.

Your responsibilities

Answer phone calls and emails, and respond to customer enquiries.

Schedule installations, servicing and repairs, coordinating technician availability.

Confirm bookings and keep customers updated about arrival times or schedule changes.

Prepare and send quotes and invoices, and follow up outstanding responses and payments.

Coordinate supplier orders and deliveries with the team.

Maintain accurate customer records, job notes and documentation.

Support the owner and technicians with day-to-day administration.

Identify practical ways to improve office processes and customer service.

About you

Previous experience in administration, scheduling or customer service.

Strong organisation skills and attention to detail.

Friendly, professional communication over the phone and by email.

Confidence managing several tasks and adjusting priorities when needed.

A proactive approach, with the ability to work independently and follow through.

Confidence using email, spreadsheets and online systems.

Experience in a trades or service business, or with job management and accounting software, would be an advantage.

You’ll work closely with the owner and a small team, with a hands‑on role in how the business runs each day. We value clear communication, reliable service and people who take pride in their work.