Administrative Assistant & Office Support

Location: Glebe NSW

About Luxe Fireplaces

Luxe Fireplaces is a leading retailer and wholesaler of premium wood, gas, electric, and ethanol fireplaces, based in central Sydney. With a strong focus on customer experience, design excellence, and innovation, we’ve grown into an $8M+ business and continue to expand.

About the Role

This role will see you mainly working alongside our HBC/Luxe Fireplaces business. You’ll assist with the smooth running of our day-to-day operations, supporting the sales, logistics, and finance teams while ensuring high standards of organisation and communication.

Here’s what the position entails

• Monitoring the production workflow with management to ensure expected turnaround times and deadlines are met

• Communicating with clients any change in expected delivery times or orders updates

• Checking client orders with the warehouse

• Answering phone calls and sending email confirmations to our clients on behalf of our HBC/Luxe fireplaces

• Following up clients payment before sending the deliveries

• Invoicing &Creating reports

• Applying client payments

• Responsible for all external supplier orders

• Monthly sales reporting

• Answering calls, handling emails, and customer service support

• Creating and updating wholesale and retail price lists in excel

• Creating and updating SOP (standard operation Procedures)

• Coordinating and scheduling meetings, tasks and other activities for the team

• Providing general office support and assisting with special projects as needed

• Updating data in CIN7 ( which you will be training)

• Handling a variety of administrative tasks including data entry, filing

The skills and expertise we are looking for are

• Intermediate proficiency in MS Word & Excel

• Accurate keyboard and data entry skills

• Strong time management, organisation and multitasking skills

• A keen eye for detail and accuracy

• Good customer service and teamwork skills

• Able to perform effectively under pressure

• An understanding of administration process including CIN7 (which you will be training)

• Strong organizational and multitasking abilities with the capacity to prioritize tasks and meet deadlines.

• Excellent communication and interpersonal skills to liaise effectively with both internal and external stakeholders.

• Ability to work independently as well as collaboratively within a team environment.

• A proactive, reliable, and detail-oriented approach to your work.

This experience as a minimum

What We’re Looking For:

• Minimum 2-3 years of experience in an administrative or office support role, ideally within the retail or manufacturing industry liaising with clients in B2B. Accounts or sales coordinating experience.

Why Join Luxe Fireplaces?

• Join a team where we believe in work life balance and flexibility.

• Be part of a well-established, growing brand in a niche luxury market.

• Work in a collaborative and professional team environment.

• Enjoy a modern showroom and office in the heart of Sydney.

• Opportunities for growth and development in a stable business.

• A position working Monday to Friday .

• A relaxed, modern office setting with smart casual dress.

How to apply:

Email your resume and a brief cover letter to [email protected]. Applications close 7th August, but early submissions are encouraged.

We do require someone to start as soon as possible so please be quick to apply if you believe this is for you and you would like to join our team, please apply today.

It is preferable that you be within commutable distance from or within Glebe, Sydney Metro.

Our business at times can be quite fast paced, you will need to feel comfortable with urgency and deadlines, if you’re not then please don’t apply as this won’t be for you.