Administrative Assistant/Scheduler

Cellar Maintenance Australia; Coolum Beach; On-site; AUD 60,000 - 75,000; Full time

Job summary

Cellar Maintenance Australia is a specialist beverage systems service and maintenance business supporting customers across the hospitality and beverage industry. We are looking for an experienced Administrative Assistant / Scheduler to join our team and become a key part of our day-to-day operations.

This hands-on coordination role sits at the centre of our operation, coordinating between customers, technicians, suppliers and management to keep jobs progressing and ensure our technicians have

Qualifications

• Minimum 3 years' experience in administration, scheduling, coordination or service environment.
• Current driver's licence.
• Experience with scheduling and calendar planning.
• Strong customer service and office coordination experience.
• Excellent organisation and time-management skills.
• Ability to prioritise competing requirements.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Ability to work independently while contributing to a team.
• Proactive approach to identifying problems and following up outstanding actions.

Responsibilities

• Managing customer enquiries/orders through online, email and phone with follow-ups.
• Escalating customer complaints to management when unresolved.
• Capturing new customer information and setting up profiles.
• Managing day-to-day schedule through Simpro and coordinating technicians.
• Allocating and following up subcontractors.
• Following up outstanding jobs and attendance requirements.
• Scheduling installations and coordinating requirements.
• Organising deliveries, freight and follow ups.
• Raising purchase orders and chasing outstanding orders.
• Receipting and allocating stock.
• Inputting sales and service leads.
• Quoting service and parts when Sales Team is unavailable.
• Preparing and maintaining documents, reports and presentations with accuracy.

Skills

Scheduling experience

Customer service

Organization

Communication

Multitasking

Driver's license

Tools

Simpro

Job description

Cellar Maintenance Australia (CMA) is a specialist beverage systems service and maintenance business supporting customers across the hospitality and beverage industry.

We are looking for an experienced Administrative Assistant / Scheduler to join our team and become a key part of our day-to-day operations.

This is a hands‑on coordination role for someone who is organised, proactive and enjoys being the person who makes sure everything happens when it is supposed to.

You will sit at the centre of our operation, coordinating between customers, technicians, suppliers, subcontractors and management to make sure jobs keep progressing and our technicians have everything they need to get the job done.

Key responsibilities

• Managing customer enquiries/orders coming through online, email and phone together with follow ups where required
• Escalating customer complaints to management if unable to resolve the issue
• Capturing new customer information and setting up customer profiles
• Managing the day-to-day schedule through Simpro and scheduling technicians and coordinating changes, urgent jobs and access requirements
• Allocating and following up subcontractors
• Following up outstanding jobs and attendance requirements
• Scheduling installations and coordinating the requirements around them
• Organising deliveries, freight and follow ups
• Raising purchase orders and chasing outstanding orders
• Receipting and allocating stock
• Inputting sales and service leads
• Quoting service and parts when Sales Team is unavailable
• Preparing and maintaining documents, reports and presentations as required, ensuring accuracy and professionalism

About you

We're looking for someone who is highly organised, proactive and comfortable managing multiple priorities at once.

You will ideally have:

Minimum 3 years' experience in a related administration, scheduling, coordination or service environment

A current driver's licence

Experience with scheduling and calendar planning

Strong customer service and office coordination experience

Excellent organisation and time-management skills

The ability to prioritise competing requirements

Strong written and verbal communication skills

Excellent attention to detail

The ability to work independently while contributing to a team

A proactive approach to identifying problems and following up outstanding actions

The ability to remain calm and organised when priorities change or urgent jobs arise.