Administration Manager in Perth

Are you the person who keeps everything running — the one who spots the gap before anyone else does, sorts it out and moves on to the next thing? If this sounds like you, keep reading...

About us: We’re Fresh Boost Coffee Co and we keep workplaces fueled. We supply our clients with coffee, milk, fresh fruit and the equipment to go with it, and we look after it all with deliveries, servicing and an easy online client order portal. We’re a founder-led business in an exciting growth phase. As we scale, we’re building the systems, structure and team so the business runs smoothly without everything going through the founder.

We’re looking for an organised, proactive and dependable Administration Manager to become the engine room of our day-to-day administration and client support. The role is ON SITE in central East Perth. Work hours 8am - 4pm with some flexibility around start and finish times.

About you: To be successful with us, you’ll be a self-starter who works autonomously and takes initiative. You’ll be comfortable juggling phones, inboxes, orders and supplier deadlines all at once, without letting anything fall through the cracks. You’ve likely worked in a founder-led or scaling business before, so you know what it takes to bring order to a busy environment, follow a process and improve it when you see a better way. You’re a clear and friendly communicator with clients, suppliers and the team, you have a sharp eye for detail (especially with numbers and reconciliations), and you’re generally just a good human to work with.

Key responsibilities:

• Client communication and support: own the phones and Outlook inboxes, answer client queries on orders, equipment and servicing, and route enquiries to the right person first time.
• Order processing: turn phone and email orders into accurate orders in our ERP (Odoo), including equipment rental set‑ups and recurring order updates.
• Client order portal and records: maintain client contacts, site and location details, and support a smooth client order portal experience.
• New client onboarding: coordinate delivery details, installation photos and instructions, building access and site contacts once equipment is installed.
• Stock ordering: place and manage weekly and fortnightly stock orders with our suppliers (including fresh fruit, milk and consumables) and complete delivery run closing steps.
• Reconciliations: reconcile supplier deliveries, returns and fuel accounts to invoices, accurately and on time.
• Accounts support: help clients with invoice queries, support the accounts team with late payments, and keep receipts and digital invoices filed correctly.
• Employee onboarding: set up new team members in our systems, prepare employment contracts, and arrange police clearances and inductions.
• Service provider management: coordinate our service providers, from waste and cleaning to uniforms, refrigeration and fuel cards.
• Operations and sales support: assist the operations and sales teams with installation communications, portal access and non-webform leads as needed.
• Cloud folder management: keep shared folders and admin records organised and easy for the team to find.

Skills and key requirements:

• Minimum of 5 years’ experience in an administration, office management or client support role.
• Experience in a founder-led, small or fast‑growing business (highly regarded).
• Confident using ERP/CRM systems (Odoo experience is a big plus).
• Strong Outlook and general computer skills, including cloud file management.
• High attention to detail, with experience in order processing and invoice reconciliation.
• Proven ability to multi‑task, prioritise and manage competing deadlines.
• A proactive, solutions‑focused mindset: you see what needs doing and do it.
• Excellent written and verbal communication skills.
• Good judgement on when to make the call and when to escape.

Why work with us?

This is a chance to play a central role in a growing business and help shape how it runs. You’ll have real ownership, clear processes to work from and the freedom to improve them. A key, autonomous role with real responsibility and trust. A supportive, down‑to‑earth team in a growing business. The opportunity to help build the systems that support our next stage of growth.