Administration Support Officer

3 days ago

Canberra, Australia Hudson Australia Full time

Are you passionate about providing exceptional customer service and ensuring smooth project execution? Our client is seeking a dedicated Administration Support Officer to join their team.

As the Air Conditioner Installation and Repair Coordinator, you will play a crucial role in managing and overseeing air conditioner installations and repair/servicing projects, starting from the initial customer contact until successful completion. Your primary focus will be on delivering an outstanding customer experience, acting as the main point of contact for clients throughout the installation and repair/service processes.

**Responsibilities**:
Manage website enquiries via Sales CRM System
- Manage phone enquiries and logging information captured into our Sales CRM system
- Obtaining accurate information from customers including floor plans for quoting purposes
- Consistent follow up quotes to maximise conversion
- Referring customer questions in relation to preliminary pricing/quotes prepared to technician for answering.
- Providing responses to customer questions from information provided by technician in a timely and accurate manner.
- Accurate capturing of notes of advice and response provided to customers.
- Co-ordinating site visits
- Logging progress of sales enquiries through Sales Pipeline
- Assist with the planning and scheduling of installation jobs working in conjunction with technician
- Duplicating tasks for quote acceptances and ensuring sub-tasks are attended to.
- Scheduling of installations.
- Customer follow up to ensure job has been completed to satisfaction
- Bringing any issues to the attention of Management promptly to ensure customer satisfaction
- Issuing final invoices
- Plan and schedule maintenance jobs working in conjunction with Management and the technical team
- Accurately provide pricing to customers for preventative maintenance and service/repair work
- Scheduling service jobs in schedule making note of any issues with the machine
- Daily checking of breakdown/repair jobs in schedule to ensure they are dealt with as a matter of high priority
- Checking technicians notes from service to see if any repair work is required
- Obtaining pricing for parts from Suppliers
- Preparation of service reports & quotes for repair work in a timely manner
- Liaising with customer regarding their repair work and answering any questions in consultations with Management they may have
- Preparation and ordering of parts for repairs
- Receiving of parts
- Scheduling repair work once parts arrive.
- Follow up any issues/further repair work required
- Issuing of final invoice upon completion of work
- Issuing of receipts once invoice has been paid

**Experience, Knowledge, Skills and Abilities Required**:

- Minimum 5 years' experience in an office environment. High level of customer service experience is essential.
- Customer focused
- Ability to follow systems and procedures is essential.
- Professional verbal and written communication
- Exceptional organisational and administrative skills a must
- High attention to detail imperative
- Ability to multi-task and establish priorities
- Excellent team and customer relationship building skills
- Shows initiative and self-motivation
- Ability to work autonomously and effectively in a team environment

**How to Apply**:

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