Splash In Style Pool Builder is seeking to fill a Administration role to provide

essential support for our small, growing business. This role will involve a wide range of

administrative tasks to ensure smooth office operations, assist with project coordination,

maintain customer and supplier relationships, and handle accounting duties. The successful candidate will be expected to contribute effectively across various business functions, with a focus on efficiency and attention to detail.

Key Responsibilities:

General Office Duties:

Answer and respond to incoming calls, emails, and general inquiries.

Input leads and customer data into the company’s database.

Order and monitor office supplies and uniforms.

Maintain an organized filing system for documents and digital records.

Contractor and Supplier Focus / Project Admin:

Liaise with contractors and suppliers to ensure project milestones are met on time.

Supply requested documents and information to contractors and suppliers as directed by the

sales team.

Ensure smooth project management by maintaining clear communication with key

stakeholders:

Update the job board and internal database to track project progress and milestones.

Stock Management:

Order materials and products as needed from suppliers for current projects.

Track inventory levels using internal database systems.

Assist in finalizing job completion documentation.

Customer Focus:

Process contracts, variations, and architectural plans using provided database information.

Communicate with customers regarding general inquiries and direct project-specific queries

to the project manager.

Facilitate the signing of contracts, variations, and architectural plans through DocuSign.

Organize and update job folders, Google Drive, and other filing systems.

Database Entry & Management:

Maintain and update the company database with accurate customer, supplier, and project

information.

Accounting and Bookkeeping Duties:

Process payroll and superannuation.

Handle invoice processing, receipt tracking via Hubdoc, and input expenses into internal database.

Assist in reconciling the accounting system (Xero).

Assist with end-of-month financial reporting and reconciliation.

Company Administration:

Manage renewals for business licenses, insurance, and other necessary registrations.

Coordinate quarterly BAS submissions (or assist the accountant).

Assist in finalizing year-end payroll and reporting with the accountant.

Skills & Qualifications:

Proven experience in an administrative or office support role.

Strong organizational and time-management skills.

Familiarity with accounting software such as Xero and Hubdoc.

Experience with project management software like SimPRO (preferred).

Excellent written and verbal communication skills.

Ability to handle multiple tasks and prioritize effectively.

Attention to detail and accuracy in data entry and document management.

If this role sounds like you,

Please get in touch as we are looking to fill the role ASAP.