Tender and Sales Support Administrator

Aussie Outdoor Design; Penrith; On-site; AUD 60,000 - 75,000; Full time

Job summary

Aussie Outdoor Design in NSW, Penrith is seeking a capable Sales Administrator/Operations Assistant to act as the backbone of our sales, compliance, and operations pipeline. You will manage Pipedrive CRM, track tender requirements, and oversee onboarding workflows for workers and subcontractors.

You will coordinate with suppliers and clients, attend weekly sales meetings, and maintain schedules and reports to keep projects on track as the business grows.

Qualifications

• Proven experience in sales administration or project coordination.
• Hands-on with CRM systems, preferably Pipedrive.
• Strong communication and coordination skills.

Responsibilities

• Maintain and update operational systems to vet, induct, and ensure compliance before site arrival.
• Coordinate logistics and exchange information between suppliers, clients and internal teams.
• Attend weekly sales meetings to review quotes, log outcomes in Pipedrive, and enter new jobs.
• Coordinate calendars, book meetings, and update post-meeting details in Pipedrive.
• Review active tender documents and gather technical details to push bids forward.
• Review and file marketing materials and assist in updating online marketing.
• Monitor compliance guidelines and manage insurances and licences, tracking expiry dates.

Skills

Pipedrive CRM

Sales administration

Project coordination

Communication

Tools

Pipedrive

Excel

Job description

We are a small, growing playground construction business with great clients and fantastic, colourful jobs we design and deliver for schools and councils. You will act as the backbone of our sales, compliance, and operations pipeline. You will keep our Pipedrive CRM up to date, track tender requirements, and manage schedules. You will oversee our onboarding workflows—utilising our digital operational platforms to ready workers and subcontractors, while acting as a reliable point of contact for suppliers and clients.

Key responsibilities

Maintain and update our dedicated operational systems to ensure all workers and subcontractors are vetted, fully inducted, and compliant before arriving on site.

Act as a central point of contact to coordinate logistics and exchange information smoothly between suppliers, clients, and internal teams.

Attend weekly sales meetings to review submitted quotes, log detailed outcomes in Pipedrive, enter new jobs, assign tasks, and compile accurate weekly sales reporting data.

Coordinate calendars, book upcoming client or team meetings, and systematically update all post-meeting details within Pipedrive.

Review and update active tender documents, proactively researching next steps and gathering missing technical details to push bids forward.

Review and file marketing materials and assist in updating online marketing

Monitor compliance guidelines for school infrastructure bodies, actively manage company insurances and licences, and track upcoming expiry dates to ensure zero lapses.

About you

Proven experience as a Sales Administrator, Project Coordinator, or Operations Assistant, preferably within the construction or civil works sector.

Hands-on experience using Pipedrive CRM or similar to manage pipelines, activities, and reporting details.

Experience using digital site-readiness platforms, workforce management systems, or subcontractor compliance software, or manual entry in Excel or document files.

Excellent interpersonal skills with a proven track record of handling communication professionally with clients and suppliers.

Sharp attention to detail with the ability to track timelines and self-manage tasks effectively.

Willingness to use new AI software and internet tools to streamline systems

Willingness to advance, learn, and grow as the business grows with new products and servcies

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