Sales, Administration & Bookkeeping Assistant

Prime Fire Supplies; Sydney; On-site; AUD 50,000 - 70,000; Full time

Job summary

Prime Fire Supplies is seeking a hands-on Sales, Administration & Bookkeeping Assistant in Smeaton Grange, NSW. This full-time role covers customer service, order processing, invoicing, and light warehouse duties, with experience in Xero and Shopify highly regarded.

The ideal candidate is highly organised, confident on the phone and in person, and capable of managing multiple tasks to keep the business running smoothly.

Qualifications

• Experience in sales support and customer service.
• Ability to process orders and manage invoices.
• Familiarity with Xero bookkeeping and payroll tasks.

Responsibilities

• Respond to customer emails and phone inquiries.
• Process orders through Shopify and manage invoices.
• Assist with bookkeeping and accounts payable/receivable.
• Support shopfront customers and maintain tidy front area.
• Maintain stock levels and assist with light warehouse tasks.

Skills

Customer service

Administration

Bookkeeping

Shopify

Xero

Microsoft Office

Tools

Shopify

Xero

Microsoft Outlook

Microsoft Office

Job description

Sales, Administration & Bookkeeping Assistant

Sales & Administration Assistant

Prime Fire Supplies – Smeaton Grange, NSW
Full-time | Monday to Friday | 7:00am start
$50,000–$70,000 + super, depending on experience

Prime Fire Supplies is a growing, family-run fire protection supply business based in Smeaton Grange.

We’ve been operating for approximately two years and have experienced strong growth during that time. We’re now looking to bring on our first team member outside of the family to help support the next stage of the business.

This is a hands‑on Sales & Administration Assistant role with a mix of customer service, sales support, order processing, administration and light shop/dispatch duties.

You’ll be someone who is organised, switched on, confident speaking with customers, comfortable working independently and able to stay on top of lots of small moving parts without needing constant follow‑up.

What you’ll be doing

Your day‑to‑day responsibilities will include:

• Monitoring and responding to customer emails and phone enquiries

• Assisting customers with general product and sales enquiries

• Processing orders through Shopify

• Raising and managing invoices

• Monitoring orders and helping ensure nothing is missed or delayed

• Following up internal order requirements and prompting the team where action is needed

• Supporting walk‑in customers at our Smeaton Grange shop

• Maintaining shop presentation and keeping the front area tidy and organised

• Monitoring stock levels and advising management when items are running low

• Reordering stock when directed or required

• Assisting with minor order dispatch and small warehouse tasks

• General administration and internal support duties

• Helping keep systems, emails and routine tasks organised and up to date

This is not a heavy warehouse role, however you should be comfortable occasionally lifting and moving stock items of up to approximately 10 kg.

Bookkeeping & Accounts

You will also be responsible for assisting with the day‑to‑day bookkeeping and accounts administration of the business.

Duties will include:

• Using Xero for day‑to‑day bookkeeping

• Entering and reconciling transactions

• Bank reconciliations

• Accounts payable and accounts receivable

• Processing supplier bills and customer payments

• Following up outstanding customer accounts

• Preparing and issuing invoices

• Processing credit notes and refunds

• Checking invoices and payments for accuracy

• Assisting with payroll administration

• Maintaining accurate financial records

• Assisting with BAS preparation and other bookkeeping requirements

• Working with our external accountant when required

• Providing management with basic accounts and financial information

• Identifying discrepancies or unusual transactions and bringing them to management's attention

Systems experience is essential

You must already be confident using:

• Microsoft Outlook and Teams

• Microsoft Office

• Xero

Experience with Shopify is highly regarded.

We are looking for someone who can step into these systems confidently. This is not a role where we will be providing basic computer training.

You’ll suit this role if you are

• Highly organised and detail-focused

• Strong with written English and professional email communication

• Confident speaking with customers on the phone and in person

• Friendly, outgoing and approachable

• Calm under pressure

• Able to work at a fast pace

• Independent and able to take ownership of tasks

• Comfortable taking direction and acting on feedback

• Assertive enough to follow things up when required

• Reliable and consistent

• Able to prioritise without needing every task explained step by step

• A fast learner who can understand and differentiate between a broad range of products and specifications

Fire industry experience is not required.

You will be supported while learning our product range, however you will need to be capable of picking up product information quickly and accurately. Our range includes many similar products with different specifications, so attention to detail is extremely important.

AI capability

We actively use AI tools within the business and are looking for someone who is comfortable using them as a genuine productivity tool.

You should be able to use AI to help you work faster, research, organise information and improve efficiency — while still being able to think independently, write clearly and communicate professionally without relying on generic AI-generated responses.

Good judgement matters more to us than simply knowing how to copy and paste prompts.

About the role

This is an on‑site position, five days per week in Smeaton Grange.

• Monday to Friday

• 7:00am start

• Full-time

• Six‑month probation period

• Immediate start preferred, however we are flexible for the right person

There is limited on‑site parking, however street parking is available less than a one‑minute walk from the office.

We operate from a newly fitted‑out office and shopfront complex on Anderson Road, with new and modern desks and facilities. We are located next to a café and directly across from an Ampol service station, with easy access to everyday essentials.

Growth opportunity

Prime Fire Supplies is still a young business, and this role has genuine opportunity to grow with us.

As the business develops, there is potential to move further into areas such as:

• Sales

• E‑commerce

• Account management

• Operations

• Administration

• Business support

Because this is our first external hire, the right person will have the opportunity to become an important part of the business as we continue to grow.