Commercial Sales Administrator

Instant Shade Umbrellas are wholesalers and distributors of Australia’s Best Umbrellas. Our range includes small branded market umbrellas, large heavy duty commercial umbrellas, promotional pop-up marquees, and permanent shade structures. We also have a range of residential products for gardens and swimming pools, but the focus of this role will be on our commercial customers who include hospitality venues, hotels & resorts, and event companies. Customer service is at the heart of what we do—we love building strong relationships and offering innovative shade solutions that truly make a difference.

We’ve been family run & owned for over 25 years. Like any family, we are a tight knit bunch - we work together, laugh together and we celebrate birthdays with cake and singing!

If we sound like your kind of people, keep reading to learn more about the role...

About The Role.

We’re seeking a highly motivated Administration Whiz to join our small team. If you’re someone who loves keeping things organised, thrives in a fast-paced environment, and enjoys supporting a team, this could be the perfect role for you.

In this role, you’ll be the backbone of our Commercial Sales operations—processing orders, handling customer enquiries, and ensuring everything runs smoothly behind the scenes. You’ll work closely with our sales team and other departments, so strong communication and problem-solving skills are essential.

We’re looking for someone with great attention to detail, strong time management skills, and most importantly, a willingness to learn. If you’re eager to grow, take on new challenges, and be part of a supportive team, we’d love to hear from you!

Key Responsibility & Duties

• Supporting the commercial sales team
• First point of contact for commercial customers (phone, email, web)
• Processing commercial sales – from deposit to production and through to delivery and/or installation
• Liaise with our graphic designer and in-house printer to complete client artwork
• Liaise with our factory and warehouse team through the production process
• Keep our clients up to date with payments due, job ETA and delivery/freight details
• Customer support – warranty, repairs, spare parts
• General office duties / Ad-hoc tasks

Who we are looking for

• You must be an awesome fit in our Team and be willing to work in alignment with our values and believe in our brand vision
• Proven experience in an administration role
• Systems we use include Cin7, Zoho CRM, Office 365 - experience in these is not essential but you have mastered other similar systems and can prove it with real life examples
• You get personal satisfaction from helping customers and providing excellent customer service
• You’re self-motivated, well organised, and able to work autonomously
• You’re a fast learner
• You’re a whiz with computers and have used many modern web-based applications
• You have excellent written, oral and interpersonal communication skills
• You know your stuff but are always open to learning new things
• You enjoy moving at speed and getting things done
• You are proactive, you’re on it, you’re tenacious
• You bring positivity, energy and flexibility
• Experience in the outdoor shade or signage/promotions industry will be highly regarded but is not essential

Benefits & Perks

• $55,000 - $65,000 PA depending on your skills & experience
• Permanent Full time Role - Monday to Friday
• Paid RDO once a month in off-peak periods (six per year)
• Company-wide bonus scheme if targets are met
• Casual and fun working environment - we’re professional, but we don’t wear suits :)
• Loads of support and training
• Located in the green & leafy Woodlands Industrial Precinct in Braeside (South-East) - great access to the Dingley Bypass / Peninsula Freeway
• Birthday cake on your special day 😊
• Plenty of on-site parking