Precast Pools is a trusted leader in the manufacture, and installation of high-quality, durable precast concrete swimming pools. With a reputation for excellence and innovation, we provide a wide range of pool designs tailored to our clients needs.

Located in Buchanan, NSW, Precast Pools has been delivering superior pool solutions for residential and commercial customers across Australia. We pride ourselves on our commitment to exceptional customer service, attention to detail, and ensuring each project is completed to the highest level of satisfaction.

As a growing company, we value team members who share our passion for quality and customer service. We are now looking for a highly organised and motivated Business Administration Assistant to join our dynamic team.

The Business Administration Assistant will provide key support across a variety of functions, including administrative tasks, financial management, customer relations, and project coordination. The role is ideal for a proactive, detail-oriented individual who thrives in a fast-paced environment. The successful candidate will assist with drafting quotes, managing financial records, processing payroll, ensuring the smooth operation of both the office and the broader business functions, and keeping clients informed about their projects.

Key Responsibilities

1. Financial Administration

Account Reconciliation: Reconcile company accounts and credit card transactions to ensure all records are accurate and up to date.

Payroll Processing: Process weekly payroll using Microsoft Teams (Shifts) and Xero software, ensuring timely and accurate payments.

Reporting: Prepare and provide weekly accounts payable and receivable reports to the Director.

2. Administrative and Office Support

Customer Quotes: Assist in drafting customer quotes based on project requirements, pricing, and specifications to support business growth.

Client Contracts: Work closely with the Director to draft and prepare client contracts.

Communication: Answer phone calls, direct messages, and assist with general office inquiries in a friendly and professional manner.

Client Interaction: Monitor and respond to work inboxes, providing timely and professional responses to client emails and requests.

Scheduling: Coordinate and schedule meetings, site visits, and appointments, ensuring that the Director and other team members’ calendars are well-organised.

3. Project Management Support

Project Updates: Keep clients up to date with the status of their projects, ensuring they are informed of timelines and any changes to their schedule.

Liaison with Installers and Distributors: Regularly liaise with installers and distributors to obtain schedule updates and track orders, ensuring the smooth flow of materials and timely project completion.

Software Management: Assist with ensuring that project management software (Monday.com) is consistently updated with accurate project data, tasks, and deadlines, helping the team to track progress and meet milestones.

4. Materials and Inventory Management

Purchase Orders: Raise purchase orders for materials required for ongoing projects, ensuring that all necessary items are ordered in a timely manner.

5. General Office Management

Document Handling: Assist with filing, scanning, and organising documents for easy access and retrieval, maintaining an efficient filing system.

Supplies Management: Order and maintain office supplies, ensuring that the team has everything needed for day-to-day operations.

Meeting Preparation: Prepare materials and documentation for meetings and site visits, assisting in the coordination of presentations and other necessary documents.

Skills and Qualifications

Experience: At least 3 years of experience in an administrative role, ideally in construction, manufacturing, or a related industry.

Xero Software: Experience with Xero software is desirable.

Microsoft Teams & Monday.com: Experience using Microsoft Teams, Xero software, and Monday.com is desirable to effectively manage communication, payroll, and project tracking.

Financial Skills: Strong knowledge of financial administration, including account reconciliation, payroll processing, and generating financial reports.

Software Proficiency: Proficient in Microsoft Office Suite (Excel, Word, Outlook) and accounting software, particularly Xero.

Communication: Exceptional written and verbal communication skills, with the ability to professionally engage with clients, suppliers, and team members.

Organisation: Excellent organisational and time-management skills, with the ability to handle multiple tasks efficiently.

Desirable Attributes

Experience in the pool or construction industry is an advantage.

Strong attention to detail, with a proactive approach to problem-solving.

Ability to work independently as well as in a team environment.

A customer-focused attitude with a dedication to providing exceptional service.