Administration

Coastal Fire Services; Newcastle City Council; On-site; AUD 50,000 - 60,000; Full time

Job summary

Coastal Fire Services in Newcastle, NSW, is seeking a Receptionist/Administration Assistant to join our team. You will be the first point of contact and provide essential admin support across the business.

The role covers handling inquiries, scheduling routine testing and inspections of fire protection equipment, coordinating workflows, and assisting with invoicing handoffs. We value organisational skills, clear communication, and a proactive, customer-focused approach that helps our clients

Qualifications

• Experience as a receptionist or front-desk role, handling calls and emails.
• Strong organisational skills with ability to juggle multiple tasks.
• Excellent verbal and written communication and attention to detail.

Responsibilities

• First point of contact for incoming calls to the business.
• Monitor information inbox for general enquiries.
• Assist with scheduling inspections and coordinating workflow.
• Engage customers through clear, proactive correspondence about site visits.
• Assist with smooth transition of job completion to invoicing.

Skills

Communication skills

Organisational skills

Interpersonal skills

Customer service

Tools

Microsoft Office

Job description

Coastal Fire Services are seeking a new member to join our Team.

We are on the hunt for a new Receptionist/Administration Assistant

If you have great organisational skills with the ability to do several things in quick concession, love a variety of tasks in your day, love investigating, and talking to people, then we would love to hear from you.

Your Key duties will include:

• First point of contact for incoming calls to our business
• Monitoring our Info inbox for all incoming general enquiries
• Assisting with scheduling routine testing and inspection of fire protection equipment - ensuring the fire safety testing technicians work productivity is maintained through effective workflow optimisation and resource management
• Customer engagement through action orientated and appreciation focused correspondence regarding site visits for routine service work and also reactive maintenance.
• Assist with smooth transition of job completion to invoicing.

What we're looking for

• Someone who is willing to learn
• Excellent communication and interpersonal skills, with the ability to build strong relationships with both internal and external stakeholders
• Highly organised and efficient, with the ability to prioritise tasks and meet deadlines
• Proficient in the use of Microsoft Office suite, including Word, Excel and Outlook
• Keen eye for detail and a commitment to accuracy in all work tasks

About us

Coastal Fire Services' is a leading provider of fire safety solutions, servicing commercial clients across Newcastle, Central Coast and the Hunter. With a commitment to excellence, innovation and customer service, we are dedicated to protecting our communities and helping our clients meet their fire safety obligations. Join our friendly, talented team and be part of our continued growth and success.