Operations & Customer Coordinator

Operations & Customer Coordinator — ClickDeck

Full-time or part-time (4 days/week) considered

ClickDeck designs and supplies engineered modular decking products & building systems — smarter, longer-lasting alternative to timber deck frames. We're growing fast and always refining how we do things.

We're looking for a full-time Operations & Customer Coordinator to be the steady point of contact for our customers from enquiry through to delivery and after-care.

Customer communication is central to this role

• Owning the customer journey end-to-end — from initial enquiry and quote, through to final delivery, and any after-care or during-care of the build
• Following up on outstanding quotes to help convert them into confirmed orders — not pushy, just warm and helpful
• Following up with customers at key points in their order journey to keep them informed, reassured, and confident in their decision
• Answering incoming calls and being a genuinely helpful first point of contact
• Resolving customer issues (like freight or delivery queries) calmly and clearly
• Making customers feel looked after, not chased — a good experience here is what turns into referrals and repeat business

You'll also handle the coordination that keeps orders on track

• Reconciling incoming payments and updating HubSpot deal stages accordingly
• Invoicing customers via Xero
• Processing orders and invoices
• Ordering materials from suppliers and tracking lead times
• Managing freight — bookings, tracking, and resolving delivery issues
• Organising sample requests for customers
• Triaging quote requests to the right estimator
• Creating pack lists from invoices for the warehouse team
• Order confirmations, chasing deposits, and tracking dispatch dates
• Matching supplier invoices and receipts, and managing petty cash
• Checking in post-delivery to make sure the build is going smoothly and resolving any after-care issues

What we're looking for

• A natural communicator — warm, clear, and reassuring on the phone
• Comfortable and confident making and taking calls as part of the day‐to‐day
• Strong organisational skills — think \"office manager\" level attention to detail and follow-through
• Genuine comfort talking about product and building customer confidence, without being pushy or \"salesy\"
• Experience with Xero and CRM systems (HubSpot experience a bonus)
• A calm problem‐solver who can handle logistics hiccups without rattling the customer
• High computer literacy — confident across multiple software systems day to day
• Strong multitasking ability — comfortable juggling calls, orders, and admin without losing track
• A bit of technical curiosity — comfortable getting your head around how our product works so you can explain it confidently to customers

Full-time or part-time (4 days/week) considered