About the Role

Maxwell Recruitment & Training are currently seeking a proactive and highly organised Administration Officer to join our client’s team at their office based in Gateshead, NSW.
This is a full-time, permanent opportunity. The successful candidate will play a key role in supporting the day-to-day operations of a field service business by coordinating schedules, handling communications, and managing key administrative functions.

Key responsibilities will include:

• Answering phone calls and emails
• Scheduling service jobs and site visits using Microsoft Teams and job management software
• Liaising with clients and technicians to coordinate appointments
• Ordering parts from suppliers and allocating them to staff
• Receiving deliveries and managing inventory allocation

Xero accounting tasks:

• Daily bank reconciliations
• Creating purchase orders as instructed
• Sending invoices and following up with clients on quotes
• Managing aged receivables and payables
• Entering supplier invoices

Additional duties:

• Maintaining up-to-date records of vehicle registrations, insurance, and staff licences
• Coordinating the weekly payroll and monthly toolbox talks
• Assisting the Service Supervisor with the on-call roster
• General office housekeeping

Requirements
To be successful in this role, you will need:

• Proven experience in administration or a similar scheduling/coordination role
• Proficiency with Microsoft Teams and Xero (or similar software)
• Strong attention to detail and time management skills
• Excellent verbal and written communication abilities
• Confidence working independently and within a small team environment

Benefits

• Permanent, full-time role with stability
• Hours of work 8am – 3:30pm
• Air-conditioned office with kitchen, private bathrooms, and a shower
• Supportive and down-to-earth team environment
• On-the-job training provided

If interested and you believe you meet the above requirements, please apply using the links below or email your resume to [email protected]