POSITION OVERVIEW

The Admin & Planning Coordinator plays a key role at D&D Insulation, bridging our warehouse, office, installation teams, and builder clients. This is a hands-on, senior-level support role requiring excellent organisational skills, a strong understanding of the construction industry, and a commitment to high-quality customer service.

This role suits someone who thrives in a dynamic, fast-paced environment, enjoys variety, and takes ownership of the end-to-end coordination of insulation jobs—from quoting through to job scheduling and dispatch.

KEY RESPONSIBILITIES

Administration & Job Coordination

Review builder purchase orders, ensuring details are complete and accurate

Prepare and generate contractor work orders

Support customer orders and enquiries via phone, email, and in person

Answer phones and respond to customer communications professionally

Process orders and generate accurate invoices

Perform data entry and document control tasks

Manage job scheduling and maintain installation calendars

Estimating & Job Preparation

Assist in interpreting building plans and insulation specifications to prepare timely and accurate quotes (basic to intermediate level)

Liaise with builders, estimators, or site supervisors to clarify job scope when needed

Installer Run Sheet Management

Prepare and issue daily and weekly run sheets for our in-house installer crews

Monitor job progress, flag any issues early, and provide support to installers

Warehouse & Stock Coordination

Assist with picking and packing insulation materials for building jobs and walk-in trade installers

Coordinate with warehouse staff to ensure material availability and order accuracy

Customer Service & Sales Support

Provide knowledgeable support on insulation products and services

Assist walk-in customers and trade clients, including taking orders and processing payments

Build and maintain strong working relationships with regular clients, including builders and site managers

SKILLS & EXPERIENCE REQUIRED

3+ years’ experience in construction, insulation, or a trade-based admin environment

Estimating or quoting experience (especially reading plans) is an advantage

Strong coordination and time-management skills

Excellent communication skills—both written and verbal

High attention to detail, particularly with measurements and scheduling

Experience using job tracking or inventory software (MYOB preferred)

Forklift licence desirable but not essential

PERSONAL ATTRIBUTES

Proactive and solutions-focused with initiative

Strong attention to detail and follow-through

Reliable, self-motivated, and adaptable

Comfortable working both independently and as part of a team

Professional and personable when engaging with clients and tradespeople

WHY JOIN D&D INSULATION...

We’re a well-established, reliable insulation company with a reputation for doing things properly. In this role, you’ll be an integral part of our daily operations and have the opportunity to work closely with great people across the business. If you’re someone who enjoys taking responsibility, working with purpose, and supporting quality outcomes—you’ll thrive here.