Admin Assistant

Job Title: Remote Administrative Coordinator – Fashionline

How to Apply
To be considered for this role, please submit:

A link to your updated resume.
A short video introduction (1–2 minutes) recorded specifically in response to this job ad. Tell us a bit about yourself and why this role interests you. Generic videos will not be accepted.
We look forward to hearing from you!

We’re looking for a highly organised and detail-oriented Remote Administrative Coordinator to join our team. This role will support the day-to-day administrative operations of our business, helping to manage quotes, orders, invoices, and communication between our internal teams, installers, and customers. You’ll be working closely with both our office and factory teams, helping to keep everything running smoothly.

What You’ll Be Doing

Manually schedule and manage the booking diary for quotes and installation jobs.
Ensure installers have all necessary paperwork for each day’s jobs.
Process manual quotes:
Receive handwritten quotes from sales team (e.g. Darren).
Price jobs manually using Excel-based pricelists.
Prepare and format customer quotes using templates.
Double-check product details (quantities, colours, fabrics, components).

Email quotes to customers and follow up with phone calls.
Manage quote approvals and deposit payments:
Track customer approvals (note: our system’s “accept quote” button is unreliable).
Issue invoices through MYOB and send to customers.
Apply payments and issue receipts.
Maintain accurate job records:
File invoices manually and digitally.
Update job sheets and sales tally spreadsheets.
Ensure job progress is visible on factory magnetic board.
Coordinate ordering:
Create manual order forms for in-house manufactured goods.
Cross-check components and fabrics to avoid errors and excess freight costs.
Track outsourced product orders using Excel spreadsheets.
Follow up with suppliers and internal staff on order status, delays, or errors.
Manage accounts payable:
Match supplier invoices to orders and deliveries.
Process invoices and hold for end-of-month reconciliation.
Follow up on missing invoices, credits, or incorrect charges.
Assist with scanning and filing of financial documents.
Support payroll approvals via external provider portal.
Provide general admin support including answering phones and assisting showroom customers (virtually, where applicable).
What We’re Looking For

Proven experience in administrative coordination, office management, or similar roles.
Strong organisational skills with the ability to manage multiple manual processes.
High attention to detail and accuracy, especially when working with quotes, orders, and pricing.
Comfortable working with Excel, MYOB (or similar accounting software), and manual filing systems.
Ability to communicate clearly with both tech-savvy and non-tech-savvy tea ---------- mbers.
Experience working in a manufacturing, trade, or small business environment is a plus.
Self-motivated and capable of working independently in a remote setting.