Admin & Scheduling Coordinator (Construction & Property Services)

The Better Choice Company; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

The Better Choice Company in Melbourne is seeking an organised Administration Coordinator to manage day-to-day administration for Better Choice Electrical and Better Choice Property Services. You will handle calls, emails, quotes, and scheduling to keep projects moving smoothly.

This role suits a proactive individual who can work independently, track job costs, and support technicians. Experience with ServiceM8 and Xero is advantageous, and strong software skills help keep the business organised.

Qualifications

• Strong organisational abilities.
• Confidence to make phone calls, follow up customers and hold team members accountable.
• Experience in construction, trades or property maintenance administration would be highly regarded.
• Experience with ServiceM8, Xero and Microsoft 365 would be advantageous.
• Able to work independently and help keep the business organised without constant direction from management.

Responsibilities

• Answer incoming calls, emails and customer enquiries
• Make outbound calls and follow up new leads, customers and outstanding quotes
• Coordinate job bookings, site inspections and technician schedules
• Manage and update jobs through ServiceM8
• Follow up technicians and subcontractors to ensure jobs are progressing and completed on schedule
• Monitor staff clock-in and clock-out times, ensuring all team members accurately record their working hours against the correct jobs
• Follow up missing timesheets, incomplete job records and staff who have not logged off
• Monitor job costing, including labour hours, materials and subcontractor expenses, to ensure costs are correctly recorded against each job
• Identify missing job costs or discrepancies and raise them with management
• Assist with preparing, sending and following up quotes and tenders

Skills

Organisational skills

Communication

Time management

Independent worker

Tools

ServiceM8

Xero

Microsoft 365

Job description

The Better Choice Company in Melbourne is seeking an organised Administration Coordinator to manage day-to-day administration for Better Choice Electrical and Better Choice Property Services. You will handle calls, emails, quotes, and scheduling to keep projects moving smoothly.

This role suits a proactive individual who can work independently, track job costs, and support technicians. Experience with ServiceM8 and Xero is advantageous, and strong software skills help keep the business organised.