Administration Assistant

Location: Moffat Beach, Sunshine Coast, QLD
Employment Type: Full-time - Monday to Friday
Reports To: Business Manager
Compensation: Based on experience

ABOUT US:
Mister Shade designs, engineers and installs custom shade sails, awnings and umbrellas across the Sunshine Coast, Brisbane, the Gold Coast, Gympie and the Burnett Region. With over 10 years in the industry and more than 1,500 installations under our belt, we work directly with homeowners, builders, architects, councils, and commercial developers.

We're a growing, hands-on trade business — and we're bringing on an Administration Assistant who wants to grow with us.

THE OPPORTUNITY:
This role begins as direct support to our Business Manager, learning our systems, our jobs and our clients from the ground up. As you build confidence and capability, you will progressively take ownership of the day-to-day administration of the business and step into the primary administration role.

If you've done admin in a trade or construction business and you're ready for a role with a clear path upward, this is it.

WHAT YOU'LL BE DOING:

Job & Operations Support

• Assist with weekly job scheduling and job progress tracking

• Maintain ServiceM8 workflow — bookings, updates and rescheduling

• Organise job files, approvals, engineering documentation and council paperwork

• Support supplier coordination and job costing

Customer & Sales Administration

• Manage incoming leads, enquiries and the booking process

• Prepare and send quotes, invoices, receipts and purchase orders

• Provide customer updates and follow-ups by phone and email

• Keep customer records accurate and current

Finance & Compliance Support

• Assist with accounts payable and receivable, including overdue follow-ups

• Support data entry and reconciliation in Xero and Hubdoc

• Help maintain licensing, insurance and compliance records (QBCC, Public Liability, WorkCover)

• Assist with payroll preparation and record keeping

General Business Support

• Work alongside the Business Manager to keep daily operations running smoothly

• Maintain documentation, filing and internal records

• Contribute ideas to improve how we do things as you learn the business

WHAT YOU'LL BRING:

• Experience in an administration role within a trade, construction or services business

• Confident with job management software (ServiceM8 or similar) and comfortable learning new systems quickly

• Working knowledge of Xero, or a solid grasp of basic accounts processes

• Strong written and verbal communication — you'll be speaking with customers daily

• Well organised, accurate and able to juggle competing priorities

WHO YOU ARE:

• A genuine go-getter — you take initiative rather than waiting to be told

• A fast learner who picks things up quickly and asks good questions

• Passionate about doing the job properly and taking pride in the detail

• Ambitious and looking for a role you can grow into, not just a job

• Reliable, personable and easy to work alongside in a small team

WHY JOIN US:

• A clear progression path from support role into the key administration position

• Direct mentoring from our Business Manager and hands-on exposure to every part of the business

• A small, supportive team where your work visibly matters

• A growing Sunshine Coast business with plenty of room to grow with us

HOW TO APPLY:

Send your resume and a short cover note telling us why this role suits you. We review applications as they arrive, so early applications are encouraged.