Administrative Assistant: Position Description

Location:

Carrum Downs

Employment Type:

Part-Time (4 days per week)

Position Summary:

The Administration Assistant supports the day-to-day operations of Spiralworks by providing high-level administrative, customer service, and operational support. This role ensures timely and professional communication with clients, accurate document handling, and smooth coordination across departments including sales, production, and logistics.

Key Responsibilities:

1. General Administration

Manage incoming calls and emails; respond or redirect as appropriate

Maintain accurate job files (digital and physical), including quotes, drawings, and approvals

Prepare and distribute documents such as T&Cs, site prep checklists, and confirmations

2. Accounts & Purchasing Support

Create and issue customer invoices

Record deposit payments and flag outstanding balances in Xero Accounting Software

Support monthly reconciliation processes and follow up on overdue accounts

Raise purchase orders and liaise with suppliers to confirm delivery dates

Monitor stock levels and assist with reordering workshop and office supplies

3. Customer Coordination

Follow up on phone and website enquiries and quote requests

Provide support and updates for customers during their staircase journey with us

Ensure customer communication is professional, timely, and aligned with Spiralworks values

4. Production Support

Prepare job folders with relevant drawings, notes, and materials lists

Update production tracking and flag any supply chain or manufacturing delays

Coordinate freight bookings and track deliveries

Skills & Attributes:

Strong organisational and multitasking skills

Excellent communication and customer service skills

Attention to detail and ability to follow up tasks independently

Comfortable with office software, email platforms, and internal systems

Knowledge of or willingness to learn about stair manufacturing and compliance processes

Desirable Experience:

Previous experience in manufacturing, construction, or trade-based business admin

Familiarity with accounting Xero software

Performance Expectations:

Maintain timely and clear communication with customers and team

Keep administrative records accurate and up to date

Support internal teams by ensuring job details are accurate and complete

Ensure Spiralworks' customer experience is professional and informative

Work Hours and Location

Days: 4 days per week - Hours: 8:30 AM – 4:30 PM

What We Offer

A friendly and supportive team environment.

Opportunities for professional development and growth.

The chance to be part of an Australian company with a proud legacy and exciting future.