Administration Assistant

Clean Air Filtration; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Clean Air Filtration is seeking an experienced Administration & Service Coordinator to support our growing commercial business in Melbourne. This hands-on role coordinates jobs, communicates with customers and helps keep daily operations running smoothly.

You will manage inboxes, enter jobs, schedule maintenance, liaise with customers, technicians and suppliers, and process invoices. Strong organisational skills and attention to detail are essential for success in this role.

Qualifications

• Experience in administration, scheduling, service coordination or customer service.
• Strong organisational and time-management skills.
• Excellent attention to detail and accurate data-entry skills.
• Professional written and verbal communication.
• Confidence dealing with customers, suppliers and technicians.
• Experience with job-management or scheduling software.
• Good knowledge of Microsoft Outlook, Word and Excel.
• Ability to work independently and manage changing priorities.
• Positive attitude and willingness to learn.

Responsibilities

• Manage inboxes and respond to customer enquiries and work requests.
• Enter jobs into our job-management system accurately.
• Schedule appointments, recurring maintenance and urgent call-outs.
• Liaise with customers, technicians, suppliers and contractors.
• Review and organise technicians’ reports, receipts, photos and completion notes.
• Prepare reports and upload documents to customer portals.
• Enter supplier invoices and allocate costs to the correct jobs.
• Reconcile supplier invoices and monthly statements.
• Review weekly timesheets and follow up missing information.
• Provide general administrative support to management and the technicians.

Skills

Administration

Scheduling

Service coordination

Customer service

Organisational skills

Data entry

Communication

Job management software

Microsoft Outlook

Microsoft Word

Microsoft Excel

Independent working

Prioritisation

Willingness to learn

Tools

Job-management system

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

We are seeking an experienced and dependable Administration & Service Coordinator to join our growing, commercial business.

This hands-on and varied role will see you coordinate jobs, communicate with customers and help keep our daily operations running smoothly.

Key responsibilities

• Manage inboxes and respond to customer enquiries and work requests
• Enter jobs into our job-management system accurately
• Schedule appointments, recurring maintenance and urgent call-outs
• Liaise with customers, technicians, suppliers and contractors
• Review and organise technicians’ reports, receipts, photos and completion notes
• Prepare reports and upload documents to customer portals
• Enter supplier invoices and allocate costs to the correct jobs
• Reconcile supplier invoices and monthly statements
• Review weekly timesheets and follow up missing information
• Provide general administrative support to management and the technicians

About you

You will ideally have:

• Experience in administration, scheduling, service coordination or customer service
• Strong organisational and time-management skills
• Excellent attention to detail and accurate data-entry skills
• Professional written and verbal communication
• Confidence dealing with customers, suppliers and technicians
• Experience with job-management or scheduling software
• Good knowledge of Microsoft Outlook, Word and Excel
• The ability to work independently and manage changing priorities
• A positive attitude and willingness to learn