Customer Service & Operations Coordinator for a Curtain and Blinds Distributor in Australia (Home Based Part Time)

Administrative Support

• Manage calendars, appointments, and scheduling.

• Organise and coordinate Deliveries, Installations, and Service call-outs

• Prepare reports and administrative documents.

• Handle internal and external requests and enquiries.

• Enter and manage sales orders accurately and efficiently.

• Assist with preparing and sending customer quotations.

• Follow up quotations and provide additional information when required.

• Create and process purchase orders.

• Coordinate with Warehouse Team to ensure timely delivery of goods and services.

• Generate and process customer invoices.

Order Processing & Administration

• Confirm receipt of customer orders.

• Request any additional information required to process orders.

• Enter customer orders into Tall Emu accurately and efficiently.

• Assign orders to the appropriate team members.

• Release orders into production.

• Update notes, order statuses, and customer information within company systems.

• Monitor order progress through production.

• Ensure orders are processed accurately and within required timeframes.

• Liaise with internal teams regarding order status, production schedules, and customer requirements.

• Maintain accurate order records and documentation.

Customer Service

• Respond promptly to customer enquiries via phone, email, and website.

• Provide customer updates and follow-ups.

• Handle customer complaints professionally.

• Manage warranty claims.

• Process returns and replacements.

• Maintain a high level of customer satisfaction and professionalism.

Communication

• Manage multiple email inboxes, including Orders and General Enquiries

• Liaise with customers, suppliers, installers, and internal team members.

• Forward enquiries to the appropriate department when required.

Scheduling & Coordination

• Schedule deliveries, installations, and service appointments.

• Coordinate schedules with internal operations teams.

• Confirm appointments and bookings with customers.

• Work closely with production and installation teams to ensure deadlines are met.

• Assist in coordinating production runs and workflow planning.

Sales Support

• Answer customer sales enquiries.

• Assist customers with product information and technical questions.

• Manage website enquiry and quote request submissions.

• Prepare and process quotations.

• Follow up customer leads.

• Forward specialised enquiries to the relevant sales team member.

Purchasing & Supplier Management

• Order materials and supplies including:

-Sand and cement products

-Mapei products

-Cement Australia products

-Packaging materials

-Office supplies

-Production consumables

• Coordinate supplier deliveries.

• Monitor stock levels and reorder supplies when required.

Data Management

• Maintain accurate records and databases.

• Organise company documents using cloud-based systems.

• Update product codes, pricing, and system information.

• Maintain CRM and customer databases.

• Ensure data accuracy across all business systems.

Customer Relationship Management (CRM)

• Update and maintain CRM systems.

• Record customer interactions and notes.

• Assist in managing ongoing customer relationships and communications.

Research & Reporting

• Conduct online research as required.

• Gather and summarise information for reports.

• Generate operational, sales, and production reports.

• Provide administrative support for business improvement initiatives.