Administration Coordinator

ARA Fire Protection Services; Geelong; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Industry-leading org

Supportive culture

Career growth

Geelong office

Varied role

Benefits & wellbeing

Job summary

ARA Fire Protection Services in Geelong invites applications for an Administration Coordinator to join our Geelong team. You will coordinate between customers, technicians, project teams and suppliers, scheduling works and supporting financial processes to ensure timely delivery.

The role requires strong organisational skills, excellent communication, and proficiency in Excel/Word. You will support both Service and Minor Works teams and contribute to a busy office environment.

Qualifications

• Previous experience in administration or service coordination.
• Experience with scheduling and coordinating activities.
• Strong organisational and time management skills.
• Excellent communication and customer service.
• Proficiency in Microsoft Excel and Word.
• Ability to work independently and manage competing priorities.
• Experience using Uptick is highly regarded.

Responsibilities

• Schedule and coordinate service and minor works activities.
• Raise and receipt Purchase Orders.
• Prepare invoices and process progress claims.
• Manage incoming customer calls and enquiries.
• Monitor and respond to the Service Inbox.
• Prepare manuals, handover documentation and client records.
• Maintain accurate records within Uptick and other internal systems.
• Provide administrative support to operational teams.
• Assist with customer service and stakeholder communications.

Skills

Organisational skills

Time management

Communication

Customer service

Attention to detail

Excel & Word

Independent work

Team oriented

Uptick experience

Proactive attitude

Tools

Uptick

Job description

Join a Leader in Fire Protection Services

ARA Fire is one of Australia's leading providers of fire protection and life safety solutions, delivering service, maintenance, projects and minor works across a diverse range of clients and industries.

We are currently seeking a highly organised and proactive Administration Coordinator to join our Geelong team. This is a varied and fast-paced role supporting both our Service and Minor Works departments, providing critical administration and coordination support to ensure the smooth delivery of work to our customers.

If you thrive in a busy environment, enjoy juggling multiple priorities and take pride in delivering exceptional customer service, we'd love to hear from you.

About the Role

As our Administration Coordinator, you will be the central point of coordination between customers, technicians, project teams and suppliers. Your days will be varied and will include scheduling works, managing service administration, coordinating documentation and supporting financial processes.

Key Responsibilities

• Schedule and coordinate service and minor works activities


• Raise and receipt Purchase Orders


• Prepare invoices and process progress claims


• Manage incoming customer calls and enquiries


• Monitor and respond to the Service Inbox


• Prepare manuals, handover documentation and client records


• Maintain accurate records within Uptick and other internal systems


• Provide administrative support to operational teams


• Assist with customer service and stakeholder communications


• Support reporting and general office administration activities

About You

To be successful in this role you will have:

• Previous experience in administration, service coordination, scheduling or a similar role


• Strong organisational and time management skills


• Excellent communication and customer service skills


• High attention to detail and accuracy


• Intermediate to advanced Microsoft Excel and Word skills


• Ability to work independently and manage competing priorities


• Experience using service management or scheduling software (Uptick experience highly regarded)


• A proactive, positive and team-focused attitude

What We Offer

• Secure, full-time position with an industry-leading organisation


• Supportive and collaborative team culture


• Opportunities for career development and growth


• Modern Geelong office location


• Diverse and engaging role with variety every day


• Access to ARA Group employee benefits and wellbeing initiatives