Service Coordinator & Administrative Support

Location: Brookvale
Job Type: Full-time
Shifts Available: 9:00 AM – 5:00 PM

Job Overview:

We are seeking a highly organized and detail-oriented Service Coordinator & Administrative Support professional to join our team. This role focuses on providing strong administrative support, managing schedules, handling documentation, and ensuring smooth day-to-day operations. You will play a key role in organizing service tasks, maintaining records, generating reports, and supporting overall office efficiency.

Key Responsibilities:

General Administration & Office Support:

• Maintain accurate records, files, and documentation for all service-related activities.
• Prepare and update spreadsheets, databases, and reports to track operational performance.
• Process and manage incoming correspondence, including emails, letters, and phone calls.
• Assist in preparing documents, forms, and presentations for internal use.
• Ensure all administrative tasks are completed efficiently to support the smooth running of the office.

Scheduling & Coordination:

• Coordinate and manage scheduling for inspections, testing, and repair tasks.
• Organize calendars and ensure efficient resource allocation for service teams.
• Communicate with customers and internal teams to confirm appointments and provide updates.
• Track and monitor work progress, ensuring deadlines are met.

Data Entry & Reporting:

• Maintain and update spreadsheets with service schedules, customer details, and job progress.
• Generate weekly and monthly reports on service performance and task completion.
• Assist in tracking key performance indicators (KPIs) and identifying trends for improvement.
• Support management in preparing reports for internal meetings and decision-making.

Financial & Invoice Processing Support:

• Assist in processing invoices, verifying accuracy, and tracking payments.
• Maintain records of financial transactions related to service tasks and vendor payments.
• Support reconciliation of billing discrepancies and liaise with the finance team when needed.

Customer & Team Support:

• Act as the first point of contact for customer inquiries and administrative support.
• Assist with customer follow-ups, ensuring requests and concerns are addressed promptly.
• Work closely with various teams to provide administrative assistance as required.
• Participate in team meetings, contributing to process improvements and efficiency initiatives.

Required Skills & Qualifications:

• Strong administrative and organizational skills with excellent attention to detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook) for reporting and data management.
• Ability to handle multiple tasks efficiently in a fast-paced environment.
• Strong written and verbal communication skills.
• Experience with scheduling, data entry, and report preparation.
• Prior experience in an administrative or coordination role is preferred.