Customer Service & Operations Coordinator for a Curtain and Blinds Distributor in Australia (Home Based Full Time)

Virtual Assistant

Administrative Support Manage calendars, appointments, and scheduling. Organise and coordinate Deliveries, Installations, and Service call-outs Prepare reports and administrative documents. Handle internal and external requests and enquiries. Enter and manage sales orders accurately and efficiently. Assist with preparing and sending customer quotations. Follow up quotations and provide additional information when required. Create and process purchase orders. Coordinate with Warehouse Team to ensure timely delivery of goods and services. Generate and process customer invoices. Order Processing & Administration Confirm receipt of customer orders. Request any additional information required to process orders. Enter customer orders into Tall Emu accurately and efficiently. Assign orders to the appropriate team members. Release orders into production. Update notes, order statuses, and customer information within company systems. Monitor order progress through production. Ensure orders are processed accurately and within required timeframes. Liaise with internal teams regarding order status, production schedules, and customer requirements. Maintain accurate order records and documentation. Customer Service Respond promptly to customer enquiries via phone, email, and website. Provide customer updates and follow-ups. Handle customer complaints professionally. Manage warranty claims. Process returns and replacements. Maintain a high level of customer satisfaction and professionalism. Communication Manage multiple email inboxes, including Orders and General Enquiries Liaise with customers, suppliers, installers, and internal team members. Forward enquiries to the appropriate department when required. Scheduling & Coordination Schedule deliveries, installations, and service appointments. Coordinate schedules with internal operations teams. Confirm appointments and bookings with customers. Work closely with production and installation teams to ensure deadlines are met. Assist in coordinating production runs and workflow planning. Sales Support Answer customer sales enquiries. Assist customers with product information and technical questions. Manage website enquiry and quote request submissions. Prepare and process quotations. Follow up customer leads. Forward specialised enquiries to the relevant sales team member. Purchasing & Supplier Management Order materials and supplies including: -Sand and cement products -Mapei products -Cement Australia products -Packaging materials -Office supplies -Production consumables Coordinate supplier deliveries. Monitor stock levels and reorder supplies when required. Data Management Maintain accurate records and databases. Organise company documents using cloud-based systems. Update product codes, pricing, and system information. Maintain CRM and customer databases. Ensure data accuracy across all business systems. Customer Relationship Management (CRM) Update and maintain CRM systems. Record customer interactions and notes. Assist in managing ongoing customer relationships and communications. Research & Reporting Conduct online research as required. Gather and summarise information for reports. Generate operational, sales, and production reports. Provide administrative support for business improvement initiatives.

Must Haves Residency in the Philippines. Open to Filipinos ONLY. Previous experience in administration, customer service, operations coordination, or virtual assistance. Excellent written and verbal English communication skills. Strong organisational and time management skills. High attention to detail and accuracy. Ability to multitask and manage competing priorities. Strong problem-solving abilities. Professional phone and email etiquette. Proficiency with: Microsoft Office Suite and Cloud-based document management systems

Nice to Haves Experience with Tall Emu. Experience in manufacturing, construction, logistics, or the swimming pool industry. CRM experience. Purchasing and supplier management experience. Basic bookkeeping, invoicing, or accounts experience. Experience coordinating service technicians, installers, or production teams.

Home Office Requirements Please only apply for this role if you have the following home office requirements: Perfectly working headset and webcam Stable internet connection of at least 5 Mbps to 15 Mbps Up to date computer system with a minimum of Windows 8 or Mac OS X Quiet room with no distractions or background noises A backup plan if the power goes out or if your internet connection becomes unstable during your shift Only applicants meeting the strict criteria above will be contacted.