Administration Assistant

Promain Plumbing; City of Monash; On-site; AUD 55,000 - 75,000; Part time

Benefits offered by this job

Friendly family-owned business

Flexible part-time or full-time

Training and support

Opportunity to grow with the business

Management exposure

Varied role with responsibility

Job summary

Promain Plumbing is seeking an experienced Administration & Service Coordinator to join our growing, family-owned commercial plumbing business. This hands-on and varied role will see you coordinate jobs, support our field team, communicate with customers and help keep our daily operations running smoothly.

Part-time or full-time arrangements are available and negotiable for the right person. You will ideally have experience in administration, scheduling, service coordination or customer service,

Qualifications

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

Responsibilities

• Manage shared 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
• Collect 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
• Match payments and remittances against invoices
• Reconcile supplier invoices and monthly statements
• Review weekly timesheets and follow up missing information
• Maintain spreadsheets, job records and electronic filing systems
• Provide general administrative support to management and the field team
• Help improve office processes as the business grows

Skills

Administration

Scheduling

Service coordination

Customer service

Data entry

Invoices

Microsoft Outlook

Microsoft Word

Microsoft Excel

Tools

Job-management software

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Promain Plumbing is seeking an experienced and dependable Administration & Service Coordinator to join our growing, family-owned commercial plumbing business.

This hands-on and varied role will see you coordinate jobs, support our field team, communicate with customers and help keep our daily operations running smoothly. Part-time or full-time arrangements are available and negotiable for the right person.

Key responsibilities

• Manage shared 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
• Collect 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
• Match payments and remittances against invoices
• Reconcile supplier invoices and monthly statements
• Review weekly timesheets and follow up missing information
• Maintain spreadsheets, job records and electronic filing systems
• Provide general administrative support to management and the field team
• Help improve office processes as the business grows

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 field staff
• Experience with job-management or scheduling software
• Experience processing invoices, payments, statements and timesheets
• Good knowledge of Microsoft Outlook, Word and Excel
• The ability to work independently and manage changing priorities
• A positive attitude and willingness to learn

Experience within plumbing, trades, construction or facilities maintenance will be highly regarded but is not essential.

• Friendly and supportive family-owned business
• Varied position with genuine responsibility
• Flexible part-time or full-time arrangements
• Training and support while learning our systems
• Opportunity to work closely with management
• Scope to take ownership of the role and grow with the business

If you are organised, dependable and take pride in keeping a busy workplace running smoothly, we would love to hear from you.