Office Administration

Aquarius Pools is seeking a friendly, highly organised and proactive Office & Service Administrator to join our office-based team in Mornington.

This is on site varied role combining service administration, scheduling, customer service, reception, accounts support and general office administration. You will be an important point of contact for our customers while providing day-to-day support.

Working within a close-knit team, we're looking for someone who is confident communicating with customers, highly organised and comfortable managing multiple priorities. You will need to be self-motivated, reliable and able to use your initiative to keep things moving.

Hours: Monday to Friday, 8:30am – 4:30pm
Location: Mornington, VIC

• Managing incoming service and maintenance enquiries and bookings

• Scheduling and coordinating service technicians and labour

• Managing technician schedules and adjusting bookings in response to cancellations, absences and changing workloads

• Communicating with clients regarding bookings, service requirements and follow-up

• Preparing service quotes and associated administration

• Preparing and processing service purchase orders

• Completing service invoicing and processing customer payments

• Processing credit card payments

• Maintaining accurate service records and job information within our scheduling systems

• Other ad hoc administration tasks for the service department

• Answering incoming calls and emails in a professional and friendly manner

• Managing front-of-house reception and greeting customers, suppliers and visitors

• Receiving deliveries, allocating stock and ensuring all items are processed in accordance with the purchase order system

• Maintaining accurate office records, files and documentation

• Managing office supplies and amenities

• Mail collection and distribution

• Daily office housekeeping and ensuring office/factory is kept organised and presentable

• Providing general administrative support to management and the wider team

• Assisting with general and ad hoc administrative tasks as required

• Xero data entry, including payments and receivables

• Processing timesheets into Xero

• Banking and payment processing

• Assisting with accounts payable and receivable

• Preparing construction purchase orders

• Ordering stock and assisting with inventory administration

• Coordinating and processing incoming stock

• Maintaining accurate records and documentation across service and construction activities

• Previous experience in an administration, service coordination, scheduling or office support role

• Demonstrated experience coordinating schedules, technicians or field-based staff

• Strong customer service skills and confidence communicating with clients by phone and email

• Excellent communication and interpersonal skills with a friendly and professional manner

• Ability to build rapport and establish trust with customers

• Strong organisational and time-management skills with the ability to manage competing priorities

• A high level of attention to detail and accuracy

• Good problem-solving skills and the confidence to make day-to-day decisions

• Proficiency in Microsoft Office, particularly Outlook, Word and Excel

• Experience using Xero is highly advantageous

• Excellent written and verbal English

• A positive, can-do attitude

• Punctual, reliable and comfortable working as part of a small team

• Willingness to take on a variety of responsibilities and assist wherever required

This role would suit someone who enjoys being at the centre of a busy office and takes satisfaction in keeping things organised and running smoothly.

You'll be working closely with management and our service teams, so the ability to take ownership, prioritise effectively and use initiative is important.

No two days are exactly the same. At times you'll need to respond quickly to changes in technician schedules, customer requirements and operational priorities, so a practical approach and strong problem-solving skills are essential.

Full training and ongoing support will be provided.