Personal Assistant to Managing Director

4 weeks ago

Caringbah, Australia Shire Skylights & The Skylight Warehouse Full time

Shire Skylights Installations and The Skylight Warehouse are industry leaders in skylight installation and distribution. Shire Skylights specializes in installing high-quality Velux skylights across Sydney, Newcastle, and the South Coast, while The Skylight Warehouse is Australia’s leading Velux skylight distributor with a market-leading national online store. Our team is committed to delivering top-quality products and exceptional customer service.

We are a dynamic and young business, with both directors under the age of 40 and an average staff age of around 30. Our team is professional, passionate, and dedicated to delivering results. Outside of work, we share a common interest in fitness, outdoor activities, and enjoying each other’s company.

**Position Overview**:
We are seeking a motivated and organized Personal Assistant / Customer Service professional to support the Directors of both Shire Skylights Installations and The Skylight Warehouse. This dual-role position is focused on providing exceptional customer service while assisting with administrative tasks to ensure the smooth operation of both businesses.

**Key Responsibilities**:
**Customer Service**:

- Handle customer complaints and concerns promptly and professionally, ensuring timely resolutions.
- Assist with order processing, tracking, and product inquiries for The Skylight Warehouse’s online store.
- Coordinate with installation teams to ensure customer satisfaction with Shire Skylights installations, from initial contact to post-installation follow-up.
- Ensure customer expectations are met by managing lead times, deliveries, and installation scheduling.

**Administrative Support**:

- Assist the Directors with day-to-day administrative tasks, including managing calendars, scheduling appointments, and preparing correspondence.
- Maintain and organize customer databases, ensuring that all customer records are up to date.
- Process orders, quotes, and invoices as needed.
- Prepare reports on customer feedback, sales, and installation progress.
- Support with coordination of projects across both businesses, ensuring deadlines are met.

**Communication**:

- Act as the first point of contact for both businesses, providing a friendly and professional interface with customers, suppliers, and contractors.
- Communicate effectively with customers to relay any changes in orders or installation schedules.
- Liaise with warehouse and installation teams to ensure smooth operations.

**Customer Follow-up**:

- Conduct post-service follow-ups to ensure customers are satisfied with their products and installations.
- Collect and document customer feedback to contribute to continuous improvement in customer service.

**Skills and Qualifications**:

- Proven experience in a customer service or administrative role, ideally in the construction or building supply industries.
- Shopify experience preferred but not required.
- Experience working with online systems or e-commerce platforms (preferred, but not a must).
- Strong communication skills with the ability to handle sensitive customer issues effectively.
- Excellent organizational skills and attention to detail.
- Proficiency in MS Office Suite (Word, Excel, Outlook) and experience with CRM systems.
- Ability to manage multiple tasks and prioritize effectively.
- Positive, professional attitude and a strong focus on customer satisfaction.

Pay: $50,994.45 - $98,056.25 per year

**Benefits**:

- Work from home

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Caringbah, NSW 2229: Reliably commute or planning to relocate before starting work (preferred)

**Experience**:

- Personal assistant: 1 year (preferred)

**Language**:

- English (required)

Work Authorisation:

- Australia (required)

Willingness to travel:

- 25% (preferred)

Work Location: Hybrid remote in Caringbah, NSW 2229

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