Administration / Assistant Office Manager

Newcastle Kill A Pest; Newcastle-Maitland; On-site; AUD 45,000 - 65,000; Full time

Job summary

Newcastle Kill A Pest is seeking an organised and reliable Administration / Assistant Office Manager to join our growing team in Cardiff, NSW. This role goes beyond reception or data entry, taking ownership of daily administration and supporting the Office Manager while coordinating technicians and customers.

Key responsibilities include answering calls, scheduling pest control appointments, maintaining records, assisting with invoicing, and helping run the office smoothly.

Qualifications

• Experience in administration, scheduling or office work.
• Strong organisational skills and ability to manage competing priorities.
• Excellent written and verbal communication.
• Confident handling customer inquiries by phone and email.
• Ability to make sensible decisions with minimal supervision.
• Attention to detail and adherence to procedures.
• Comfortable working in a busy service environment.
• Proficient computer skills and ability to learn new systems quickly.
• Team player who can grow into greater responsibility.

Responsibilities

• Answering incoming calls and responding to customer inquiries.
• Booking and coordinating pest control appointments.
• Managing technician schedules and changes throughout the day.
• Preparing quotes, work orders and customer correspondence.
• Following up on quotes and scheduled works.
• Processing job information and maintaining customer records.
• Assisting invoicing and general accounts administration.
• Liaising with technicians regarding jobs, access and customer requirements.
• Assisting with commercial clients and recurring service schedules.
• Maintaining office procedures and administrative systems.
• Supporting the Office Manager with daily office operations.
• Step in to take responsibility when the Office Manager is unavailable.

Job description

Newcastle Kill A Pest is looking for an organised, confident and reliable Administration / Assistant Office Manager to join our growing team.

This is more than a basic receptionist or data-entry position. We are looking for someone who can take ownership of day-to-day administration, support our Office Manager, coordinate technicians and customers, and gradually take on greater responsibility within the business.

The role

Your responsibilities will include:

• Answering incoming calls and responding to customer enquiries

• Booking and coordinating pest control appointments

• Managing technician schedules and changes throughout the day

• Preparing quotes, work orders and customer correspondence

• Following up customers, outstanding quotes and scheduled works

• Processing job information and maintaining accurate customer records

• Assisting with invoicing and general accounts administration

• Liaising with technicians regarding jobs, access and customer requirements

• Assisting with commercial clients and recurring service schedules

• Helping maintain office procedures and administrative systems

• Supporting the Office Manager with the daily running of the office

• Stepping up and taking responsibility when the Office Manager is unavailable

About you

We are looking for someone who:

• Has previous administration, scheduling or office experience

• Is extremely organised and comfortable managing competing priorities

• Has strong written and verbal communication skills

• Is confident dealing with customers by phone and email

• Can make sensible decisions without needing constant supervision

• Pays attention to detail and follows procedures

• Is comfortable working in a busy service-based environment

• Has good computer skills and can quickly learn new systems

• Works well as part of a small team

• Wants to develop and take on more responsibility over time

Experience with ServiceM8, scheduling, trades, pest management or another field-service business would be highly regarded, but is not essential.

Why join us?

Newcastle Kill A Pest is an established Newcastle pest management business servicing residential and commercial clients throughout the region.

We are looking for someone who wants to become an important part of the business rather than simply fill an administration position.

For the right person, there is an opportunity to develop into a broader Assistant Office Manager position with increased responsibility as their knowledge and capability grow.

Location: Cardiff, NSW
Position: Full-time
Remuneration: Negotiable based on experience and capability

You’ll suit this role if you are organised, dependable and comfortable taking ownership of your work. You don’t need constant supervision and you’ll follow tasks through to completion.

This is a busy service environment, so you need to be comfortable prioritising work, communicating with customers and technicians, and dealing calmly with changes during the day.