Customer Administration Coordinator

Job Description

This is a remote position.

Schedule :  Monday to Friday, 8 : 00 AM – 5 : 00 PM, 1-hour unpaid break | Sydney (AEST)

Paid hours per week : 40 Hours

Job Overview :

The Customer Administration Coordinator provides end-to-end support to the office team, acting as the primary point of contact for enquiries. This role ensures smooth communication between departments, manages client interactions (including complaints and follow-ups), supports booking processes, and handles a variety of administrative and office management tasks.

Responsibilities :

Customer & Office Support

Act as the first point of contact for office enquiries via phone, email, and walk-ins

Manage the Info Inbox, ensuring all emails are actioned, allocated, or filed daily

Handle client complaints and callbacks, resolving directly where possible or escalating as required

Confirm Minor & Major Mod bookings and update Aroflo accordingly

Collect and process credit card payments upon request

Manage new and existing client service agreements

Job & Contractor Coordination

Upload approvals, purchase orders, and quoted items into Aroflo

Issue and confirm work orders with external contractors

Follow up with contractors on leaks, complaints, or callback issues

Confirm major modification approvals and update booking statuses

Administration & Office Management

Maintain accurate records by uploading, filing, and updating system notes

Arrange signatures for statutory declarations and manage outgoing mail

Place monthly orders (stationery, Woolworths, supplies)

Handle general office maintenance tasks and ad hoc administration duties

Provide support to colleagues and management across departments

Key Performance Indicators (KPIs)

Daily Priority 1 : Approve Allianz orders, update job confirmations / cancellations in Aroflo, action remittances, acknowledge complaints / callback emails, and sort Quote Requests into correct folders

Daily Priority 2 : Reply to job follow-ups, provide updates, collate RAP / DOF documentation, and send to Country Care / Allianz

Daily Priority 3 / 4 : Send dummy invoices / itemised quotes, collect credit card payments, and complete client agreements

Requirements

3–5 years’ experience in an office customer service or administration role

Proven experience in managing client complaints and conflict resolution

Demonstrated time management and multi-tasking skills

Experience with a job tracking system (preferred but not essential)

Proficiency in Microsoft Word, Outlook, and Excel

Strong verbal and written communication skills in English

High attention to detail and strong follow-up skills

Ability to work well under pressure and think quickly on their feet

Positive, proactive, and “can-do” attitude

System-savvy and adaptable to new technologies

Performance Goals

Successfully handle all client and contractor interactions with professionalism and enthusiasm

Respond to all emails by close of business daily

Ensure all approvals are uploaded to Aroflo by close of business daily

Benefits

Independent Contractor Perks

• HMO Coverage for eligible locations
• Permanent work from home
• Immediate hiring

ZR_27087_JOB

Requirements

3–5 years’ experience in an office customer service or administration role Proven experience managing client complaints and conflict resolution Demonstrated time management and multi-tasking skills Experience with a job tracking system (preferred but not essential) Proficiency in Microsoft Word, Outlook, and Excel Strong verbal and written communication skills in English High attention to detail and strong follow-up skills Ability to work well under pressure and think quickly on their feet Positive, proactive, and “can-do” attitude System-savvy and adaptable to new technologies