Executive Assistant/Admin Officer

Wahoo Pool and Landscape Construction is ranked in top three pool and landscape company in Brisbane and Queensland. 

Creating luxurious outdoor spaces for two decades, 'Wahoo Pool Construction' use innovative construction techniques to provide their customers with the highest quality in product and superior customer service. A Brisbane based family run Wahoo Pool Construction and are able to offer a unique personalised service to all their clients. Our staff dedicated to making their clients building experience 'worry free' from beginning to end.

Paying particular and the highest-level attention to client needs in terms of design, features, budget and timeframes, they strive to create and enjoyable construction experience.

• Customer Relationship Management
• Creditors/Debtors Management
• Suppliers/Vendor Management/Negotiation
• Prepare Quotations
• Marketing/Social Media Management
• Bookkeeping/Accounting/Invoicing
• Cash Flow Management/ Budgeting/Forecasting
• Basic Contract Administration
• Basic Cost Management
• Reporting

• Provide comprehensive administrative tasks such as drafting emails, preparing documents, and maintaining records.
• Manage bookkeeping tasks such as invoicing, expense tracking, and financial reporting.
• Identify opportunities for process improvement and implement solutions to enhance business efficiency.
• Act as a liaison between director, project manager/supervisors and other consultants to facilitate communication and project execution.
• Demonstrate initiative and resourcefulness in managing tasks and solving problems effectively.
• Handle confidential information with discretion and professionalism.
• Run errands and handle personal tasks for the Director as needed.
• Manage extensive filing system to iCloud and/or Dropbox
• Create employment advertisement and manage Seek accounts.
• Track all projects and send reminders to director and project manager.
• Obtain quotes from suppliers and contractors and consolidate and file them
• Manage calendars and send reminders
• Train future administrative team

Customer Relationships management: 

• Time to Time Answering customer calls
• Understanding customer needs
• Organising customer visits of the sales person
• Preparing / sending the quote
• Following up the customer/Keeping customers in loop
• After sales customer service

Admin and Accounting

• Preparing or Assisting contracts
• Getting Certification
• Accounting/Bookkeeping
• Budgeting in coordination with the Director
• Organising payments etc.

Marketing

• Managing social pages such as Facebook,
• Instagram and YouTube such as preparing the monthly calendar, posting, answering customer comments / messages, updating, advertising
• Preparing marketing contents / documents
• Updating the website

Stakeholder relationship & coordination

• Managing suppliers, contractors, the Council relationships / purchasing
• Coordinating Wahoo team and stake holder relations

• Have a passion to work in construction industry.
• Excellent communication skills: ability to understand the tasks and ask the right questions.
• Proven experience in administrative roles, preferably in construction industry/development business environment.
• Ability to work and seek solutions independently.
• Strong digital literacy with proficiency in Microsoft Office and Apple system
• Ability to work well under pressure.
• Driven and proactive mindset with a willingness to take initiative.
• Excellent communication and interpersonal skills.
• Exceptional organizational and time-management skills.
• Discretion and confidentiality are paramount.
• Flexibility to respond to deadlines and urgent tasks, including willingness to work overtime when necessary.
• Excellent Interpersonal and communication skills ‐ both written and spoken.
• Strong negotiating skills to persuade and influence others.
• Having advanced Microsoft Office capabilities specifically in Word, Excel, and Outlook.
• Build, grow and manage customer relationships by using outstanding communication and negotiation skills.
• Follow up and reply enquiries in order to close as many sales as you can through exceptional negotiation and customer service skills.

To Apply

For a confidential discussion regarding this role please contact Mike Koch on 0416 331 *** or email your resume with cover letter to ****@wahoopoolconstruction.com.au