Our Company

We are a well-known leading maintenance company based in the Western Suburbs of Melbourne. Working with a number of government clients as well as big brands, we ensure safety, quality, and cost controls are maintained.

Our trade professionals consist of general maintenance workers, carpenters, plumbers, and electricians. We are committed to ensuring that the work completed for any business is of the highest quality and service.

About the Role

This is a fixed-term full-time position for 12 months, with a view to potentially extend.

The Administration Officer is responsible for providing high-level administrative support across scheduling, customer service, and invoicing. You’ll coordinate with internal teams to assign incoming job requests to appropriate tradespeople, ensure jobs are followed through to completion.

Key tasks include responding to customer queries via phone and email, setting up new clients and jobs, supporting scheduling, and processing quotes and invoices with accuracy. You'll also liaise with suppliers and subcontractors to resolve invoicing issues and perform general admin duties.

Success in this role requires excellent communication skills, strong attention to detail, and the ability to work proactively in a fast-paced environment, both independently and as part of a team.

Responsibilities

Reporting to the Business Systems Manager you will be accountable for:

Handle incoming calls and emails relating to job requests, scheduling and service inquiries.

Set up new clients and jobs in the system, ensuring all incoming requests are logged and actioned efficiently.

Liaise with trade leads and coordinators to assign tasks based on trade availability, location, priority, and skill set.

Allocate and adjust schedules as needed, monitoring job progress through to completion using internal checklists and systems.

Communicate with clients to confirm appointments, service details, and ensure expectations are met.

Ensure completed jobs are documented correctly (including photos, hours worked, purchase orders, service reports, and entries in client systems).

Action job requirements for invoicing using Fergus and client platforms

Maintain accurate servicing and compliance records within our software systems.

Liaise with suppliers and subcontractors to resolve invoicing matters.

Escalate any unresolved issues to management to uphold service quality.

Perform general administrative tasks such as data entry, filing, photocopying, and handling mail.

Assist with reporting, provide administrative support to management, and contribute to continuous improvement of scheduling processes.

Skills & Experience

Proven experience in scheduling and administrative roles.

Strong multitasking skills, with the ability to manage competing priorities in a fast-paced environment.

Excellent communication skills, both written and verbal, with a high level of professionalism and interpersonal ability.

Customer-focused and proactive, always willing to go the extra mile to ensure a positive experience.

Quick to learn and adaptable, able to navigate change and pick up new systems or processes efficiently.

Confident using Microsoft Office (Word, Excel, Outlook) and comfortable working with internal systems like Fergus.

Team-oriented but capable of working independently, showing initiative and ownership of tasks.

If you believe you are the right fit for the role, we would like to hear from you!

Please note that only shortlisted candidates will be contacted.