Administration & Operations Coordinator

Ninja Floor Coverings | Central Coast, NSW
Full time or Permanent Part Time 3 days a week

About us

Ninja Floor Coverings is a growing Central Coast flooring business delivering residential and commercial projects across carpet, vinyl, flooring preparation and related services.

We are a practical, fast-moving trade business that values reliable work, prompt communication and finding better ways to operate.

This is a newly developed role with the opportunity to make it your own and become an important part of how the business runs.

About the role

We are looking for an experienced, highly organised Administration & Operations Coordinator to work three days per week, with the potential for the role and hours to grow.

You will help keep enquiries, quotes, jobs and follow-ups moving while developing practical systems that make the business more organised, efficient and responsive.

This role will suit someone who enjoys taking ownership, can work confidently without constant direction and naturally looks for the next useful thing to do.

You will receive training and support, but you must also be resourceful, willing to investigate unfamiliar tasks and motivated to learn our products, services and industry.

Key responsibilities

• Monitor and manage incoming enquiries and provide prompt, professional responses.

• Set up quote and job files and obtain missing plans, specifications or customer information.

• Maintain a clear pipeline of enquiries, quotes, follow-ups and upcoming work.

• Assist with straightforward estimates and quote preparation using established rates and templates.

• Coordinate pricing and product information with suppliers.

• Follow up outstanding quotes and record the outcomes.

• Liaise with customers, builders, suppliers and installers.

• Assist with scheduling, material ordering, purchase orders and job paperwork.

• Monitor suitable tender and EstimateOne opportunities.

• Maintain product, supplier, showroom and pricing information.

• Create and improve checklists, templates, trackers and administrative procedures.

• Provide selected administrative support relating to strata and property matters.

About you

• You are proactive, dependable and highly organised.

• You are comfortable working independently and managing your own priorities.

• You communicate confidently and professionally by phone and email.

• You have strong attention to detail and are comfortable working with figures.

• You can research an unfamiliar task, find relevant information and use sound judgement about when to ask for assistance.

• You enjoy creating order, improving systems and following work through to completion.

• You are confident using Microsoft Office and learning new business software.

• You have experience in administration, operations, project coordination, estimating or a similar role.

Highly regarded

• Experience in flooring, construction, trades, building products or another project-based business.

• Experience reading plans, completing take-offs or preparing estimates and quotations.

• Experience using estimating, tender, CRM or job-management systems.

• Experience supporting a small-business owner or managing varied business and property administration.