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.

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