Showroom/Admin Assistant

Australian Window Fashions Pty Ltd; Geelong; On-site; AUD 60,000 - 80,000; Full time

Job summary

Australian Window Fashions is seeking a Showroom & Office Administration Coordinator in Geelong. You will manage daily front-of-house operations, greet clients, present blinds/curtains options, and handle inquiries and quotes.

The role coordinates supplier orders, fabrication timelines, and final invoicing in Xero while maintaining CRM records. Based in Breakwater, the position requires 2+ years in admin/showroom coordination, strong numeracy, and excellent communication.

Qualifications

• 2+ years in office administration, showroom operations, or sales coordination.
• Experience in window furnishings is highly regarded.
• Proficiency with cloud-based CRM and Xero preferred.
• Excellent numeracy and accurate data handling.
• Strong communication and professional email etiquette.

Responsibilities

• Open, maintain, and manage the Breakwater showroom during 8:00 AM – 4:00 PM.
• Welcome walk-in clients, present product displays, and explain fabric and motorisation options.
• Answer inbound phone inquiries and respond to website leads, collecting project specifications.
• Convert site measurements into detailed quotes and schedule in-home consultations.
• Create and manage calendar bookings for check-measures and installations.
• Coordinate supplier orders, fabrication timelines, and verify paperwork before dispatch.
• Generate client deposits, progress claims, and final invoices in Xero.
• Maintain structured files in the CRM and ensure smooth handoffs to the installation team.
• Identify workflow improvements in templates and communication pipelines.

Skills

Office administration

Showroom operations

Sales coordination

Customer service

Attention to detail

Xero

CRM software

Digital calendars

Tools

Xero

CRM software

Digital calendars

Job description

Aust. Window Fashions Pty Ltd – Geelong VIC

Showroom & Office Administration Coordinator

Company: Australian Window Fashions

Location: Breakwater, Geelong VIC

Employment Basis: Full-Time (38 hours per week)

Schedule: Monday to Friday, 8:00 AM – 4:00 PM

Reports To: Business Owner / Managing Director

Role Overview

The Showroom & Office Administration Coordinator serves as the central operational hub for Australian Window Fashions. Based out of our Breakwater showroom, this role manages daily front-of-house operations, client communication channels, supplier ordering pipelines, and job administration.

You will act as the key link connecting prospective clients, our field measuring/installation personnel, and external manufacturing partners to ensure smooth, accurate project workflows from initial contact through to installation and final payment.

Key Responsibilities

1. Showroom Management & Client Front-of-House

• Open, maintain, and manage the Breakwater showroom during standard operating hours (8:00 AM – 4:00 PM).
• Welcome walk-in clients, present product displays (roller blinds, curtains, plantation shutters, awnings), and explain fabric and motorisation options.
• Answer inbound phone enquiries and respond promptly to website leads, collecting project specifications and qualifying requirements.

2. Quoting & Calendar Management

• Convert site measurements and client specifications into detailed, accurate customer quotations.
• Manage and schedule calendar bookings for in-home consultations, site check-measures, and final installations.
• Communicate schedule updates, arrival windows, and booking confirmations to clients via phone and email.

3. Supplier Ordering & Fabrication Logistics

• Audit confirmed measure sheets for technical completeness and enter custom fabrication orders into supplier software portals.
• Liaise with component suppliers and textile manufacturers to track production timelines, manage lead times, and resolve supply queries.
• Inspect incoming order paperwork to verify dimensions, hardware specifications, and fabric batches prior to installation dispatch.

4. Billing & Financial Administration (Xero)

• Generate client deposits, progress claims, and final invoices within Xero upon job milestone completion.
• Co-ordinate with our bookkeeping company to ensure payments to suppliers are managed.

5. Digital Workflow & CRM Maintenance

• Maintain structured client files, job progression stages, and detailed project notes inside our digital CRM platform.
• Ensure clear handoffs of installation notes, motor configurations, and site access details to the fitting team.
• Identify opportunities to streamline administrative workflows, templates, and communication pipelines.

Required Skills & Qualifications

• Experience: 2+ years of experience in office administration, showroom operations, or sales coordination. Prior industry experience in window furnishings (curtains, blinds, shutters) is highly regarded.
• Digital Systems: Demonstrated proficiency using cloud-based CRM/project tracking software and digital calendars. Hands‑on experience with Xero accounting software is preferred.
• Numeracy & Accuracy: High precision when working with numerical dimensions, millimetre deductions, fabric codes, and price matrices.
• Communication: Articulate verbal communication and professional email correspondence suited to premium residential and commercial clients.
• Work Ethic: Reliable, punctual, self-directed, and capable of prioritizing tasks independently in a quiet showroom setting.