Reports to: Area Operations Manager
Region: Melbourne, Australia
Location: On site – some work at client office require
Salary: From $65,000.00 per annum based upon experience
Terms: Permanent full time following successful probation
About us: “ Commitment to the deployment of cutting edge event technology solutions, anywhere in the work. Guaranteed.”….
One World Rental is an international event technology business with locations across seven countries. We provide technology, operational support and specialist staffing for corporate events in Australia and around the world.
Our teams work in a fast-moving environment where reliable service, strong communication and attention to detail matter. We work closely with clients, partners and colleagues across different countries and time zones to deliver successful events.
Our Values
Commitment – “We make it happen.” Anytime. Anywhere. We don’t make excuses – we find solutions. When things get complex, we lean in, not out.
Collaboration – “Better together.” One size never fits all. We listen first then build solutions together – with our clients and each other.
Responsibility – “We own the outcome.” Own it. Protect it. Improve it. We take responsibility for outcomes, relationships and our impact on the world around us.
Value – “More than rental.” We go beyond the kit. Our value isn’t what we just supply – it’s in how we think, advise and deliver.
The Role
The Client Services Administrator is the operational bridge between Square partnership contacts, referred clients and One World Rental.
You will coordinate each opportunity from initial lead handover through client communication, quotation, staffing, delivery, onsite support and final close-out. You will make sure client requirements are clearly understood, internal teams have the information they need and all parties remain updated throughout the process.
This is a client-facing coordination and administration role. We are looking for someone who is highly organised, confident communicating with customers and partners, follows through on commitments and can manage several active jobs without losing sight of the details.
A background in hospitality, events, hotels, restaurants or another customer-facing environment would be highly beneficial. Confidence, personality, common sense and the ability to remain calm when priorities change are important to success in this role.
Full training will be provided on our services, systems and partnership processes.
What you’ll be doing…..
- Receive, acknowledge and record new leads referred through the Square partnership.
- Contact prospective clients promptly and gather the information required to progress each opportunity.
- Maintain an accurate pipeline showing lead status, next steps, owners, deadlines and outstanding information.
- Arrange calls, handovers and follow-ups between Square, clients and One World Rental teams.
- Provide clear and professional progress updates to clients, Square and internal teams.
- Confirm client requirements including dates, locations, operating hours, staffing numbers, skills, access arrangements and onsite contacts.
- Translate client requirements into clear internal briefs for Sales, Operations, Staffing, Technical, Warehouse and Logistics teams.
- Coordinate with the Staffing team to allocate suitable technicians and confirm availability, schedules and reporting requirements.
- Ensure allocated staff receive complete briefs, venue details, contact information and any required training.
- Track key milestones from initial enquiry through quotation, client approval, staffing, delivery, onsite support and completion.
- Monitor changes, risks and urgent issues and escalate early where deadlines, staffing or client outcomes may be affected.
- Follow each job through to completion, including attendance checks, timesheets, feedback, outstanding actions and invoicing handover.
- Respond to emails, calls and messages promptly and professionally.
- Maintain accurate client, lead and job information across internal systems.
- Prepare and maintain quotations, order documentation, schedules, reports and supporting records.
- Provide regular updates on new leads, conversion progress, active jobs, staffing status, risks and completed work.
- Handle client and partner information carefully and maintain confidentiality.
- Identify repeated delays or handover gaps and recommend practical improvements.
- Support other team members and wider Client Services activities as required.
What matters in this role …..
- You are highly organised and able to manage multiple leads, jobs, deadlines and follow-ups at the same time.
- You are confident and natural when speaking with clients, partners and internal teams.
- You communicate clearly and professionally by telephone, email and in person.
- You remain calm and professional when priorities change or urgent issues arise.
- You have excellent attention to detail and check that information, owners and next steps are clear.
- You are proactive and take ownership rather than waiting to be told what to do.
- You follow things through to completion and make sure nothing is missed.
- You have good judgement and can balance client needs with operational requirements.
- You are solutions-focused and comfortable escalating concerns before they become larger issues.
- You work well as part of a team and are happy to support colleagues across different departments.
- You are willing and able to learn new systems, products and processes.
Experience we are looking for …..
- Previous experience in Client Services, Customer Service, Administration, Account Coordination, Operations, Events, Hospitality or a similar customer-facing role.
- Experience coordinating work across several teams or external stakeholders is strongly preferred.
- Experience managing enquiries, bookings, orders, projects or staffing schedules from start to finish is beneficial.
- Experience working in a fast-paced, time-sensitive environment.
- Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel.
- Experience with CRM, ERP, ticketing, workforce management or order management systems is advantageous.
- Experience preparing quotations, order documentation, schedules or reports is beneficial.
- Event technology, payments or partnership experience is advantageous but not essential.
- Strong customer service, communication and administration skills.
- A reliable and stable employment history with a willingness to learn and develop.
You’ll probably do well here if you …..
- Enjoy working with people and building positive client and partner relationships.
- Are naturally confident, personable and professional.
- Have experience working in hospitality, events or another busy customer-facing environment.
- Enjoy keeping multiple jobs moving and making sure nothing gets missed.
- Are comfortable when priorities change and urgent requests come in.
- Take ownership and enjoy finding practical solutions to problems.
- Are organised, accurate and someone others can depend on.
- Enjoy working collaboratively across different teams.
- Are comfortable working independently and taking responsibility for your workload.
- Enjoy learning new systems and developing your knowledge over time.
Additional Information …..
- This is a full-time, office-based position in our Melbourne office, with occasional visits to client offices or event venues.
- Normal working hours are Monday to Friday, with some flexibility required to support live events and time-sensitive client needs.
- You will work with colleagues, customers and partner contacts across Australia and international time zones.
- Full training will be provided on One World Rental services, Square partnership workflows and internal systems.
- Technology experience is beneficial but is not essential.
- We are committed to creating an inclusive workplace where everyone is treated with respect and has the opportunity to develop their career.
Pay: From $65,000.00 per year
Application Question(s):
- Are you able to confirm that you do not require company sponsorship to live and work in Australia, and that there are no current restrictions to be able to work full time
Language:
Licence/Certification:
- Driving Licence (Required)
Work Authorisation:
Location:
- Mordialloc VIC (Required)
Work Location: In person
