Administration Assistant - Maintenance & Service Department

We are seeking a motivated and detail-oriented Administration Assistant to support our fast-paced Maintenance & Service Department. As part of our dynamic team, you will oversee a diverse range of maintenance projects, supporting more than 600 well known retail brands.

This role is central to ensuring seamless coordination between clients and contractors while upholding our commitment to exceptional service.

You'll be the first point of contact for service requests, working across scheduling, quoting, and purchase orders, and helping keep operations running smoothly. If you are highly organised, can work autonomously in a team based environment this role would be perfect for you.

🗂️ Key Responsibilities

Provide professional frontline service via telephone and email

Liase with external contractors and vendors to ensure work is completed to a high standard within agreed timeframes.

Schedule and coordinate jobs between clients and contractors

Procure quotes, confirm contractor availability, and issue purchase orders

Track job progress, manage follow-ups, and prepare client service reports

Maintain accurate administrative records and job logs

Collaborate with a close-knit team to meet daily operational goals

🧠 Skills & Attributes

Energetic and enthusiastic person with the desire to provide a 5 star service to our clients.

Excellent communication skills — both written and verbal

Strong organisational and time management skills with the ability to prioritse and multitask

Must have a great customer service ethos with a problem-solving mindset

Ability to work autonomously while contributing to a supportive team environment

Calm, methodical approach to handling multiple tasks under pressure

High attention to detail and confidence using scheduling and office systems

Proficient in Microsoft Office suite (particularly Excel, Outlook, and Word) & Monday.com (preferred but not essential)

Must have Drivers Licence and permanent right to work in Australia

🏢 Position Details

Location: Burleigh Heads QLD 4220

Employment Type: Full-time

Start Date: Immediate start for the right candidate

Reports To: Maintenance & Service Department Manager

🌐 About Us
Global Shop Services is a leading provider of high-quality retail and commercial fitouts, refurbishments, and maintenance services. With over 25 years of industry experience, we’re passionate about delivering exceptional outcomes through innovative solutions, outstanding service, and a dedicated, experienced team.

📝 How to Apply
If you’re ready to bring your energy, expertise, and commitment to a business that values service and quality — we want to hear from you!

Please send your resume and cover letter to [email protected]