Administration Officer -Electronic Security

Securitas; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Securitas is seeking an Administration Officer - Electronic Security in Melbourne to coordinate and maintain scheduling across the Service Division. You will support planning, allocate work, and handle service administration, invoicing, data entry and reporting with internal teams and clients.

The role focuses on accurate records, stakeholder support, and contributing to continuous improvement while ensuring responsive customer service in a fast-paced environment.

Qualifications

• Experience in scheduling, coordination or administration, preferably within electronic security, electrical or field services.
• Experience with Simpro or similar service management systems.
• Strong organisational skills with the ability to coordinate technicians, manage schedules and prioritise work.
• Excellent communication and stakeholder management skills.
• Experience with service administration, invoicing, purchase orders and reporting.
• High attention to detail and confidence using Microsoft Office, SharePoint and business systems.
• A proactive, customer-focused approach with the ability to manage competing priorities.

Responsibilities

• Prepare, maintain and update workforce service schedules to support operational requirements.
• Coordinate scheduling requirements with the Service team, Project Managers, Technicians and relevant internal & external stakeholders.
• Allocate and dispatch work in line with Technician availability, skills, location, customer requirements and service priorities.
• Monitor daily schedule changes, identify conflicts or delays and communicate updates promptly to relevant parties.
• Manage the service email inbox, including responding professionally and in a timely manner and directing requests to the appropriate person.
• Answer and direct phone calls, and act as a point of contact for internal staff, Technicians, customers and external stakeholders.
• Process and direct incoming mail, packages, deliveries, work orders, purchase orders, invoicing requests and quote-related administration.
• Raise purchase orders for Technicians and support the processing of committed costs and related financial administration.
• Assist with branch invoicing, progress claims, invoice requests, financial reconciliations and debtor or payment summaries as required
• Prepare weekly and monthly reports, including unassigned tasks, open jobs, jobs to close, committed costs, payment summaries and debtor summaries
• Maintain accurate scheduling records, job details, staff registers, skills matrices, filing systems, SharePoint records and related system information
• Complete data entry, including loading new jobs, variations, job files and other service or project-related information
• Navigate customer and supplier portals for work orders, purchase orders, invoicing, quotes and other operational requirements
• Support effective communication between field employees, customers, Project Managers, the Service Manager and internal teams
• Contribute to continuous improvement of scheduling, administration and service delivery processes
• Any other reasonable duties that may be required by Securitas.

Skills

Scheduling

Coordination

Administration

Communication

Invoicing/Reporting

MS Office/SharePoint

Proactive/Customer focus

Tools

Simpro

Job description

Administration Officer -Electronic Security

As a Scheduler at Securitas, you’ll play a key role in supporting our security operations across the service division by coordinating schedules, allocating and monitoring work schedules, supporting teams and maintaining accurate records. If you’re organised, proactive, customer-focused and enjoy working in a fast-paced environment, this could be the right role for you

About the Business

Securitas is the leading global security company with operations in 44 countries in North America, Europe, Latin America, Middle East, Asia, The Pacific and Africa. With more than 2000 branch offices and over 370 000 employees, we make a difference every day, all year round. Our values are the foundation of our operations, and the corporate culture is built on these values that help to shape a long-term, financially successful enterprise by creating value for customers, employees, and shareholders. They are summarized in three words:Integrity,Vigilance, andHelpfulness.

About the Role

The Administration Supportis responsible for coordinating and maintaining effective scheduling and administration support across the Service Division. This role assists with planning, allocating and monitoring work schedules, while also completing service administration, reporting, invoicing, data entry and stakeholder support tasks in a timely and professional manner. The Administration Support works closely with the Service Manager, Project Managers, Technicians and other internal stakeholders to support operational delivery, customer service, accurate records and the continued growth and integration of the business within complementary business units.

Key Accountabilities

• Prepare, maintain and update workforce service schedules to support operational requirements.
• Coordinate scheduling requirements with the Service team, Project Managers, Technicians and relevant internal & external stakeholders.
• Allocate and dispatch work in line with Technician availability, skills, location, customer requirements and service priorities.
• Monitor daily schedule changes, identify conflicts or delays and communicate updates promptly to relevant parties.
• Manage the service email inbox, including responding professionally and in a timely manner and directing requests to the appropriate person.
• Answer and direct phone calls, and act as a point of contact for internal staff, Technicians, customers and external stakeholders.
• Process and direct incoming mail, packages, deliveries, work orders, purchase orders, invoicing requests and quote-related administration.
• Raise purchase orders for Technicians and support the processing of committed costs and related financial administration.
• Assist with branch invoicing, progress claims, invoice requests, financial reconciliations and debtor or payment summaries as required
• Prepare weekly and monthly reports, including unassigned tasks, open jobs, jobs to close, committed costs, payment summaries and debtor summaries
• Maintain accurate scheduling records, job details, staff registers, skills matrices, filing systems, SharePoint records and related system information
• Complete data entry, including loading new jobs, variations, job files and other service or project-related information
• Navigate customer and supplier portals for work orders, purchase orders, invoicing, quotes and other operational requirements
• Support effective communication between field employees, customers, Project Managers, the Service Manager and internal teams
• Contribute to continuous improvement of scheduling, administration and service delivery processes
• Any other reasonable duties that may be required by Securitas.

• Prepare, maintain and update workforce service schedules to support operational requirements.

• Coordinate scheduling requirements with the Service team, Project Managers, Technicians and relevant internal & external stakeholders.

• Allocate and dispatch work in line with Technician availability, skills, location, customer requirements and service priorities.

• Monitor daily schedule changes, identify conflicts or delays and communicate updates promptly to relevant parties.

• Manage the service email inbox, including responding professionally and in a timely manner and directing requests to the appropriate person.

• Answer and direct phone calls, and act as a point of contact for internal staff, Technicians, customers and external stakeholders.

• Process and direct incoming mail, packages, deliveries, work orders, purchase orders, invoicing requests and quote-related administration.

• Raise purchase orders for Technicians and support the processing of committed costs and related financial administration.

• Assist with branch invoicing, progress claims, invoice requests, financial reconciliations and debtor or payment summaries as required

• Prepare weekly and monthly reports, including unassigned tasks, open jobs, jobs to close, committed costs, payment summaries and debtor summaries

• Maintain accurate scheduling records, job details, staff registers, skills matrices, filing systems, SharePoint records and related system information

• Complete data entry, including loading new jobs, variations, job files and other service or project-related information

• Navigate customer and supplier portals for work orders, purchase orders, invoicing, quotes and other operational requirements

• Support effective communication between field employees, customers, Project Managers, the Service Manager and internal teams

• Contribute to continuous improvement of scheduling, administration and service delivery processes

• Any other reasonable duties that may be required by Securitas.

Skills & Experience

• Experience in scheduling, coordination or administration, preferably within electronic security, electrical or field services.
• Experience with Simpro or similar service management systems.
• Strong organisational skills with the ability to coordinate technicians, manage schedules and prioritise work.
• Excellent communication and stakeholder management skills.
• Experience with service administration, invoicing, purchase orders and reporting.
• High attention to detail and confidence using Microsoft Office, SharePoint and business systems.
• A proactive, customer-focused approach with the ability to manage competing priorities.

Why Join Securitas?

Employee Value Proposition:

At Securitas, our people are our greatest strength. When you join us, you become part of a global organisation that values your contribution, supports your growth, and provides meaningful long-term career opportunities.

We have three core pillars that define the employee experience at Securitas

Purpose

• Play a vital role in protecting people, assets, and sensitive environments
• Contribute to a safe and secure experience for our clients every day
• Be part of a stable and essential industry that makes a real difference

Opportunity

• Build a long-term career with a global leader in security services
• Access ongoing training, development, and clear pathways for progression
• Enjoy employee rewards and discounts across 400+ major retailers

People

• Join a diverse, inclusive, and supportive team environment
• Work within a global organisation with a strong local team culture
• Be part of a workplace that values respect, collaboration, and belonging

At Securitas, we’re committed to diversity and inclusion, creating a workplace where everyone belongs. We encourage applications from candidates of all backgrounds to join our mission of making the world a safer place.