Administration and Client Services Manager

Ascot Group; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Rex Plumbing in Melbourne seeks an experienced Administration and Client Services Manager to keep the office running smoothly and support the field team. You will manage admin systems, coordinate job Scheduling and maintain client relations from North Melbourne base.

Your role blends executive support, client services and project scheduling to support growth with a friendly, professional team.

Qualifications

• 3+ years’ experience in an administrative role.
• Exceptional written and verbal communication skills.
• Strong organisational skills and the ability to multitask.
• Confident using the Microsoft Office Suite (Word, Excel, PowerPoint) and similar software.
• A positive, friendly attitude with a genuine focus on client service.
• High attention to detail and the initiative to get things done.
• Demonstrated ability to build and maintain effective working relationships with all stakeholders.

Responsibilities

• Develop and manage the administrative systems and procedures that keep the office running smoothly.
• Work closely with Field Technicians to organise, track and follow up on jobs and projects.
• Create and manage job details, customer information and schedules using the Aroflo software system.
• Be the first point of contact for client phone and email enquiries, and coordinate technician scheduling based on urgency, location and availability.
• Build and maintain strong, long-term relationships with key clients, onboarding new clients and checking in regularly.
• Prepare reports and presentations for management, and assist with tender applications and submissions.
• Generate client reports on job completion and prepare and send daily client invoices.
• Support recruitment, onboarding and subcontractor compliance checks.
• Manage office facilities, supplies and equipment procurement.
• Help plan team events and maintain the company’s website and social media presence.

Skills

Communication

Organisational skills

MS Office proficiency

Client service mindset

Tools

Aroflo software

Job description

Administration and Client Services Manager

Rex Plumbing is a Melbourne-based maintenance and general plumbing business delivering value-added solutions across the Aged Care & Retirement Living, Healthcare, Education and Facilities Maintenance sectors. We’re recognised for professional, quality service built on a deep understanding of our clients’ needs, strong workmanship and sound operating systems.

We’re looking for an experienced Administration and Client Services Manager to keep our office running smoothly, support our field team, and deliver an outstanding experience for our clients. This role combines administrative management, executive support, client services and scheduling to help support our continued growth.

You’ll be joining a friendly, hardworking team who take pride in doing things properly and enjoy a laugh along the way.

Based in North Melbourne, you’ll be the central point of contact between our clients, technicians and management.

Key Responsibilities

• Develop and manage the administrative systems and procedures that keep the office running smoothly
• Work closely with Field Technicians to organise, track and follow up on jobs and projects
• Create and manage job details, customer information and schedules using the Aroflo software system
• Be the first point of contact for client phone and email enquiries, and coordinate technician scheduling based on urgency, location and availability
• Build and maintain strong, long-term relationships with key clients, onboarding new clients and checking in regularly
• Prepare reports and presentations for management, and assist with tender applications and submissions
• Generate client reports on job completion and prepare and send daily client invoices
• Support recruitment, onboarding and subcontractor compliance checks
• Manage office facilities, supplies and equipment procurement
• Help plan team events and maintain the company’s website and social media presence

About You

• 3+ years’ experience in an administrative role
• Exceptional written and verbal communication skills
• Strong organisational skills and the ability to multitask
• Confident using the Microsoft Office Suite (Word, Excel, PowerPoint) and similar software
• A positive, friendly attitude with a genuine focus on client service
• High attention to detail and the initiative to get things done
• Demonstrated ability to build and maintain effective working relationships with all stakeholders
• Supportive team culture
• Flexible working arrangements
• Development and growth opportunities
• Long term employment

Please note: this position is subject to an eligibility criteria. You must be an Australian or New Zealand Citizen, or an Australian Permanent Resident. Only shortlisted candidates will be contacted.