Office Manager (Administration & Sales)

About the role

Gym Solutions is seeking an organised, capable and people-focused Office Manager to join our team in Banksmeadow. Working closely with the Director, Sales Manager and Assistant Office Clerk, you will provide essential administrative and sales support while helping ensure the smooth, efficient running of our busy office and showroom. This is a hands-on role suited to someone who is methodical, proactive and comfortable managing multiple priorities. You will be the person who keeps information organised, processes moving and the team one step ahead.

Key responsibilities

·       Handle inbound enquiries across phone, email, online/social, and in-person, in a professional and timely way

·       Prepare and follow up quotations

·       Maintain accurate customer records and activity within our CRM

·       Follow up open opportunities to maximise conversion rates

·       Work closely with sales, marketing, customer service and logistics teams

·       Build strong customer relationships that drive repeat business

·       Respond to customer enquiries by phone and email in a professional and timely manner

·       Process customer orders, quotations and sales enquiries

·       Provide product information, pricing and availability to customers

·       Follow up quotes and identify opportunities to convert enquiries into sales

·       Maintain strong relationships with existing customers

·       Liaise with Suppliers and warehouse Manager regarding order requirements and delivery timeframes

·       Monitor customer orders from initial enquiry through to delivery

·       Handle customer concerns and resolve issues promptly and professionally

·       Maintain accurate customer and order records within the company's systems

·       Identify opportunities to upsell and cross sell relevant products

·       Support general sales and customer service administration as required

·       Manage and oversee the Capsule CRM, ensuring customer and sales information is accurate and up to date.

·       Welcome and assist visitors to the office and showroom.

·       Provide professional and responsive customer service to clients, suppliers and vendors.

·       Coordinate the day-to-day office and administrative functions.

·       Monitor key dates, deadlines and business timelines.

·       Coordinate travel, accommodation and other resource requirements, including managing changes and updates.

·       Support business process improvement initiatives as the company continues to grow.

·       Maintain accurate electronic filing and document management systems.

·       Work closely with internal teams to support weekly and fortnightly business priorities.

About you

You will be a confident and highly organised professional who enjoys working with people and takes pride in creating structure and efficiency.

• Previous experience as an Office Manager, Administration Manager or in a similar role

• Strong sales and customer service skills

• Excellent written and verbal communication skills

• Intermediate to advanced knowledge of Microsoft Office, particularly Word, Excel and PowerPoint

• Experience using Microsoft OneDrive, Microsoft Teams and CRM platforms

• Knowledge of bookkeeping systems such as MYOB or Xero

• Excellent organisational, time-management and collaboration skills

• A proactive approach and the ability to work autonomously with minimal direction

• Confidence communicating with customers, suppliers, vendors and team members

• The ability to remain calm, professional and solutions-focused under pressure

• This position is open only to candidates who hold a valid Australian work visa that permits full-time employment in Australia. Applicants will be required to provide evidence of their work rights as part of the application process.

About us

For more than 15 years, Gym Solutions has been one of Australia's leading suppliers of new and used commercial gym equipment. As our business continues to grow, we are increasingly focused on supplying world-leading fitness equipment brands to commercial gyms, fitness facilities and other clients across Australia. Our success is built on quality products, strong supplier relationships and a commitment to delivering excellent customer service.