Role Overview:

We are seeking a proactive Administrative & Sales Support Coordinator to provide high-level administrative support to Client Success Representatives (CSRs). In this role, you will manage incoming emails, maintain accurate CRM records, prepare and submit tenders and quotes, and provide calendar management. You will also answer and triage phone calls, take meeting minutes, track quote approvals, and ensure consistent follow-up communication between clients and internal teams. The ideal candidate thrives in a fast-paced environment, uses Microsoft 365 and approved AI tools confidently, and builds strong professional relationships with both clients and team members. A solutions-focused mindset, attention to detail, and proactive energy are key to success in this role.

Schedule:

• Mondays to Fridays, 7:00 am to 3:00 pm (Australian Eastern Time), with a 30-minute unpaid break (37.5 hours per week)

Administration:

• Monitor incoming emails, prioritise, and action appropriately
• Maintain accurate CRM data entry and client records
• Prepare tenders and quote submissions with accuracy and attention to detail
• Take ownership of quote submissions as directed by the CSR, providing additional information and escalating where required
• Monitor tender requests for urgent attention and action accordingly
• Follow up quote submissions and provide reminders to CSRs to ensure consistent client communication
• Communicate quote approvals promptly to CSRs and follow up to ensure actioning
• Provide calendar management for CSRs, including monitoring, reminders, and maintaining consistent communication between clients and CSRs
• Prepare and minute sales meetings, allocate tasks to relevant team members, and follow up as required
• Maintain consistent, clear communication with CSRs and relevant stakeholders across the business platforms used by Macemark Technology
• Escalate enquiries promptly and confidently where required
• Provide administrative support to CSRs using business technology platforms, including Microsoft 365 and approved AI tools (in accordance with Macemark Technology's AI Acceptable Use and Governance Policy)
• Provide reporting data to CSRs and the Executive as directed
• Take accurate notes and records of information provided by CSRs
• Actively participate in training opportunities and onboarding procedures
• Complete ad hoc tasks as directed by CSRs and the Executive Team, with confidence to seek clarification where required

Phones:

• Answer incoming phone calls with confidence and professionalism
• Triage and direct calls to the appropriate person
• Take accurate messages for redirection to the appropriate Macemark Technology team member
• Resolve or escalate challenging calls promptly

Relationships

• Build and maintain strong professional relationships with Macemark Technology's client base
• Take accurate notes on client nuances that may be useful for CSRs
• Build and maintain strong professional working relationships with CSRs
• Maintain a consistent understanding of the status of all tenders and team movements across the working day

Key Performance Indicators:

• Response or action on all emails within 1 business day
• Prompt and accurate quoting and tender submission
• Clear communication and follow-up across stakeholders
• Solutions-focused approach: attempt to resolve client enquiries directly or provide options to CSRs as required

Culture

• Maintain a high level of positive and proactive energy within the Sales Team
• Demonstrate professionalism in all interactions
• Actively participate in company meetings as required

Skills:

• Strong attention to detail
• Strong written and verbal communication skills
• Professional and polite phone manner and email correspondence
• Confidence in communicating with and directing senior operational roles where required
• Ability to work under pressure
• Initiative and problem-solving ability
• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams)
• Sales administration experience (desirable, not essential)
• SimPRO Enterprise experience (desirable, not essential)
• Odoo experience (desirable, not essential)
• Willingness to operate within Macemark Technology's AI
• Acceptable Use and Governance Policy when using approved AI tools

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health insurance coverage for eligible locations

Note:

Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.