Swanson Surveying is seeking a Sales & Administration Support Officer to join our growing team. This role is perfect for a detail-oriented and organised individual who enjoys working with clients, managing sales inquiries, and collaborating in a team environment.
About Swanson Surveying:
Swanson Surveying is a well-established land surveying practice serving clients across Melbourne, Geelong, Ballarat and Regional Victoria. We pride ourselves on delivering high-quality surveying services whilst maintaining strong client relationships and supporting our team's professional growth.
About the Role:
Swanson Surveying is seeking a full-time Sales & Administration Support Officer to assist our Sales Coordinator in ensuring our sales operations run seamlessly and efficiently, and to provide administration support as needed to the larger administration team.
You'll play a crucial role in maintaining the smooth operation of our sales process by assisting with customer inquiries, lead & fee proposal preparation and follow ups and daily management of the CRM system.
You will also assist with reception duties, general office administration, data entry and minor finance tasks ensuring efficient operations. A focus on exceptional customer service, attention to detail, teamwork, and effective time management are essential for success in this role.
Key Responsibilities:
Sales Support & Administration
· Customer Service & Inquiry Management
· Respond to inbound phone and email inquiries professionally and efficiently.
· Understand customer needs, provide appropriate information about our services & qualify leads to assist in quoting process.
· Lead & Quote Preparation
· Work closely with internal teams (technical, operations, management) to ensure accurate scoping of proposals.
· Prepare and process customer Fee Proposals.
· Ensure quotes are delivered on time and meet customer expectations.
· Maintain and update the CRM system to track sales, inquiries, and client interactions.
· Ensure accurate record-keeping for customer communications and follow-ups.
· Fee Proposal Follow-Up
· Proactively follow up with clients to confirm quotes, answer questions, and support their needs throughout their project journey.
· Assist in nurturing existing client relationships
· Contribute to the improvement of internal sales processes and systems.
General Office Administration
· Reception duties: answer phones (triage calls for sales, general enquiries, project enquiries etc), greet visitors, manage mail and deliveries
· Perform data entry (timesheets, client details, registers)
· Maintain digital filing systems
· Manage office supplies, order stationery, and support equipment & vehicle servicing and travel bookings
· Provide administrative support across Finance, OH&S Compliance, HR and Project Coordination as required
What We're Looking For:
Key Competencies & Skills
Customer service mindset – friendly, professional, and committed to client satisfaction.
Attention to detail – ensure accuracy in quotes, data entry and client communications.
Strong communication skills – able to liaise with clients and internal teams clearly & effectively.
Organised, efficient & proactive – can manage multiple tasks and meet deadlines in a fast-paced environment
Tech-savvy – comfortable and willing to use CRM systems, job management software (training provided) and Microsoft Office suite
Team player – ability to work collaboratively with colleagues and support team members as needed
Experience
· Previous experience in customer service, sales administration & sales support preferred.
· 2+ years of office administration experience preferred.
· Proficient in Microsoft Office Suite (Word, Excel, Outlook)
· Experience with CRM systems (training provided if needed)
· Excellent written and verbal communication skills
· Previous experience in the construction, engineering, or surveying industries
· Knowledge of quoting and proposal preparation processes
· Understanding of technical sales processes
What's On Offer:
· Competitive hourly rate commensurate with experience
· Professional & career development opportunities within a growing organisation
· Collaborative team environment with supportive management
· Communication with multiple office branches providing variety and broader business exposure
· Modern office facilities with up-to-date technology and systems
If you have the experience and skills to excel in this role, we'd love to hear from you.