Administration Assistant

Programmed Maintenance Services; City of Melbourne; On-site; AUD 55,000 - 70,000; Full time

Benefits offered by this job

Remuneration review

Retail discounts with 600+ retailers

Growth and development programs

Generous parental leave

Employee assistance program

Job summary

Programmed Electrical Technologies in Collingwood is seeking an Administration Assistant to support daily operations and ensure timely delivery of client service contracts. This full-time role coordinates work orders, materials, and schedule adherence while maintaining accurate records and strong client communication.

You will work closely with multi-disciplinary teams, review timesheets, monitor contract performance, and uphold HSEQ standards, contributing to operational excellence and customer

Qualifications

• Prior administrative experience in an office setting.
• Strong organisational skills with the ability to prioritise competing tasks.
• Proficient in Microsoft Word and Excel.
• Understanding of HSEQ requirements and safety culture.

Responsibilities

• Manage work orders, coordinating labour, materials and equipment for timely service delivery.
• Maintain clear, consistent communication with clients to meet or exceed expectations.
• Coordinate scheduled maintenance plans per contract requirements and budgets.
• Review staff timesheets for accuracy and compliance.
• Monitor and report service contract performance and contribute to improvements.
• Collaborate with subcontractors to ensure HSEQ compliance and resolve site issues.
• Maintain accurate documentation including budget tracking and records.
• Identify opportunities for additional work to support business growth.

Skills

Administrative experience

Organisational skills

MS Office (Word, Excel)

HSEQ knowledge

Stakeholder collaboration

AV/IT/service background

Tools

Microsoft Office Suite

Job description

Why You’ll Love Working With Us

Some of the key benefits for the position and employment at Programmed, include:

• Competitive pay: Attractive salary with an annual performance and remuneration review program.
• Exclusive employee perks: Access discounts and benefits with over 600 retailers, including Coles, Woolworths, BWS, Dan Murphy’s, The Good Guys, JB Hi-Fi, BCF, SuperCheap Auto, and many more!
• Invest in you: We're passionate about personal and professional growth, offering access to certificates, webinars, mentorship, and practical training to help you thrive in your career.
• Your well-being, our priority: Generous paid parental leave and access to our Employee Assistance Program, including tailored well-being initiatives designed to support your personal and family needs.

About The Opportunity

Programmed Electrical Technologies department is seeking an Administration Assistant to join our team in Collingwood. Reporting directly to the Service Division Manager, this full-time role plays a key part in coordinating daily operational activities and ensuring the successful execution of deliverables aligned with our customer service contracts.

You’ll be part of a highly engaged team that works across multiple disciplines, ensuring the seamless management of work orders and the delivery of outstanding service to our clients. In this front-line role, you’ll engage directly with customers, helping manage expectations while maintaining our reputation for high-quality service.

Key Responsibilities

• Manage work orders, coordinating labour, materials, and equipment to ensure timely, high-quality service delivery.
• Maintain consistent and transparent communication with clients, ensuring expectations are met or exceeded.
• Coordinate scheduled maintenance plans in accordance with contract requirements, timeframes, and budget constraints.
• Review staff timesheets to ensure accuracy and compliance.
• Monitor and report on service contract performance, assisting in continuous improvement initiatives.
• Work closely with subcontractors to ensure compliance with HSEQ standards and take proactive steps to resolve any site issues.
• Maintain accurate documentation, including budget tracking, forecasting, and procedural records.
• Support business growth by identifying opportunities for additional work and championing operational excellence.

About You

To succeed in this role, you’ll bring a proactive, organised approach and a genuine passion for delivering exceptional customer service. You’re a strong communicator and a natural problem solver who thrives in a fast-paced, operational environment. You’ll also possess:

• Previous experience in an administrative role.
• High-level organisational skills and the ability to juggle competing priorities.
• Confidence in using Microsoft Office (Word, Excel) and other business applications.
• An understanding of HSEQ requirements and a proactive attitude to safety and compliance.
• The ability to collaborate within cross-functional teams and build strong stakeholder relationships.
• Background in audio visual (AV), service industry, or IT sectors is highly regarded.

Who are we?

Programmed Electrical Technologies is one of the leading providers of audio visual, communications and electrical services, providing customers with a complete end-to-end solution across a multitude of industries. Working with Programmed Electrical Technologies means you will become part of the Programmed family: a company that encourages career development, supports flexibility and cares about your personal wellbeing and safety.

Our Commitment

Programmed and PERSOL supports a workplace culture of zero harm and encourages this in all that we do.

Programmed and PERSOL strives for diversity, inclusion and equality of our people. We seek a workforce that is representative of the communities we work in. We encourage people of all cultures, gender, age, sexual orientation or abilities to apply.

To learn more about working with Programmed, we encourage you to visit our website.