Administration Assistant / Service Coordinator – Part Time

Guardian Service and Maintenance; Central Coast Council; On-site; AUD 30,000 - 47,000; Part time

Job summary

Guardian Service and Maintenance, Tuggerah NSW, seeks an Administration Assistant / Service Coordinator for a busy service department. The role supports scheduling, document management and client coordination in a Fire Protection environment.

The position is part-time (3 days per week: Monday, Tuesday and Friday) and involves coordinating technicians, processing service work, and maintaining accurate records using Uptick. Training is provided for the right candidate.

Qualifications

• Minimum of 2 years' experience in administration, scheduling or coordination.
• Experience using Microsoft Office (Outlook, Word, Excel).
• Ability to work independently and follow established procedures.
• Strong organisational and time-management skills.

Responsibilities

• Answering calls and emails from clients, technicians and subcontractors.
• Coordinate and schedule service technicians and subcontractors.
• Log and monitor service work requests.
• Create and update service tasks in the management system.
• Manage calendars for technicians and subcontractors.
• Review timesheets and prepare defect quotations.
• Raise purchase orders and coordinate inspections.
• Maintain accurate service records and filing.

Skills

Administration experience

Scheduling

Coordination

Microsoft Office

Tools

Uptick

Job description

Administration Assistant / Service Coordinator - Part Time

Guardian Service and Maintenance - Tuggerah NSW

We are seeking an experienced Administration Assistant / Service Coordinator to join our busy and dynamic team at our Tuggerah office within the Fire Protection industry.

This is a part-time position working 3 days per week - Monday, Tuesday and Friday.

The successful applicant will play an important role in supporting our Service Department, assisting with the day-to-day coordination of technicians and subcontractors, processing service work and ensuring jobs are accurately managed through our service management systems.

Your daily responsibilities will include, but are not limited to:

• Answering incoming phone calls and email enquiries from clients, technicians and subcontractors in a professional and timely manner
• Assisting with the daily coordination and scheduling of service technicians and subcontractors
• Monitoring incoming work requests and logging service jobs
• Creating and updating service tasks within our service management systems
• Managing daily and weekly technician and subcontractor calendars
• Completing and checking technician timesheets
• Reviewing completed service reports and ensuring required information has been provided
• Preparing defect quotations from completed service reports
• Raising Purchase Orders
• Coordinating client and tenant bookings for Fire Safety Inspections
• Following up technicians and subcontractors regarding outstanding or incomplete works
• Liaising with subcontractors regarding scheduling, documentation and work in progress
• Updating job statuses and maintaining accurate service records
• Data entry, word processing, scanning, filing and maintaining electronic filing systems
• Using service management systems including Uptick
• Providing general administrative support to the Service Department

About You

To be considered for this position, you will have a minimum of 2 years' experience in an administration, scheduling or coordination role and be looking for a stable, long-term position.

You will also demonstrate:

• The ability to follow established procedures and processes
• The ability to work independently and use initiative to solve problems
• Strong organisational and time-management skills
• The ability to multitask and adapt within a fast-paced environment
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Confidence communicating with clients, technicians and subcontractors
• Experience using Microsoft Office, including Outlook, Word and Excel
• The ability to manage competing priorities while maintaining a high standard of work
• Reliability, punctuality and professionalism

Previous experience within the Fire Protection, trade services, facilities management or service industry would be highly regarded; however, it is not essential as training will be provided.

Position Details

Location: Tuggerah, NSW
Employment: Part Time - 3 days per week
Working Days: Monday, Tuesday and Friday

If you are an organised, reliable administrator who enjoys working in a busy service environment and coordinating multiple moving parts, we would love to hear from you.

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