Administration Assistant

About us

Ultimate Windows is Australia's leading provider of high-quality uPVC window and door solutions. We are committed to delivering exceptional products and outstanding customer service to our clients across Victoria. Our team is dedicated to innovation, quality craftsmanship, and building lasting relationships with our customers. We pride ourselves on our professional approach and our ability to meet the diverse needs of the residential renovation and new home markets.

About the role

We are seeking a reliable and organised Administration Assistant to join our team on a CASUAL basis at our Bundoora VIC location. This position is fundamental to supporting our client and sales operations, ensuring smooth day-to-day administrative functions. As an Administration Assistant, you will provide essential support to our sales team, helping to maintain our high standards of customer service and operational efficiency. This is a casual role, offering flexibility and the opportunity to work within a dynamic, fast-paced environment.

Key responsibilities

• Managing and organising client files, records and documentation in both physical and digital formats
• Processing client enquiries and sales leads efficiently and professionally
• Scheduling appointments, meetings and follow-ups for the sales team
• Preparing quotations, invoices and other administrative documentation
• Maintaining accurate records of client interactions and sales activities
• Supporting the coordination of customer communications via email and telephone
• Data entry and database management to ensure accurate client information
• Assisting with general office administration tasks including filing, photocopying and correspondence
• Liaising between clients, sales staff and other departments to facilitate smooth operations
• Reporting Directly to our General Manger - Greater Melbourne

What we're looking for

• Proven experience in an administration or client services role in the window industry, preferably in a sales environment
• Strong organisational and time management skills with the ability to prioritise multiple tasks
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office applications (Word, Excel, Outlook) and general computer literacy
• Accuracy and attention to detail when managing records and data
• A professional and courteous manner when interacting with clients in the show room and over the phone and with colleagues from our Melbourne, Canberra and Wodonga offices
• Ability to work independently and as part of a team from our Bundoora showroom
• Flexibility and adaptability in a fast-paced working environment
• Experience with customer relationship management (CRM) systems is desirable

What we offer

We are offering a casual position that provides flexibility to suit your availability. Ideally these hours will be Monday - Friday 9am-2.30pm.

You will be part of a supportive team in a professional environment where your contributions are valued. Working at Ultimate Windows means being part of a company that prioritises quality, customer satisfaction and employee respect. We foster a collaborative workplace culture where team members are encouraged to develop their skills and progress within the organisation.

Apply now

If you are an organised, detail-oriented individual with a passion for delivering excellent administrative support and outstanding customer service, we would like to hear from you. Please submit your CV and a cover letter outlining your relevant experience and why you would be a great fit for this casual Administration Assistant role at Ultimate Windows.