Fire Services Administrator

HIX; Penrith City Council; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Fitness Passport

Employee discounts

Novated leasing options

Paid parental leave

Paid volunteer leave

Job summary

HIX in Penrith, New South Wales is seeking a highly organised Fire Services Administrator to support scheduling, compliance and service delivery within our Fire Services division. You will coordinate field technicians, manage documentation, and ensure accurate records to drive compliant, high‑quality service.

This central role connects field teams with clients and internal stakeholders, delivering strong customer service, efficient operations, and reliable outcomes in a fast-paced environment.

Qualifications

• 5+ years of administrative experience in a service, scheduling, or operations environment.
• Strong communication and customer service skills.
• Excellent time management and ability to prioritise competing tasks.
• High attention to detail in data management, compliance and documentation.
• Ability to coordinate workflows and support operational efficiency.
• Experience with fire services or a related industry is highly regarded.

Responsibilities

• Schedule and coordinate fire service works to maximise technician productivity and billable time.
• Raise and manage jobs within systems such as simPRO / Uptick and Maintenance Planner.
• Review open jobs, compliance reports and documentation for accuracy and invoicing readiness.
• Coordinate subcontractors and ensure works align with compliance and KPI requirements.
• Maintain accurate data, records, asset registers and customer/site information.
• Liaise with clients to manage scheduling, access requirements and service delivery expectations.
• Provide high-quality customer service across phone, email and correspondence.
• Support invoicing, AFSS documentation and administrative compliance requirements.
• Monitor workflows, timelines and support continuous process improvements.

Skills

Administrative experience

Communication skills

Time management

Attention to detail

Data management

Independent and collaborative work

Tools

simPRO

Uptick

Maintenance Planner

Job description

Location: Penrith, New South Wales
Company: HIX
Employment Type:Full-Time, Permanent

The Role

We’re seeking a highly organised and detail-oriented Fire Services Administrator to support scheduling, compliance, and service delivery within our Fire Services division. In this role, you’ll play a critical part in ensuring jobs are coordinated efficiently, documentation is accurate, and technicians are optimally scheduled to deliver high-quality, compliant services.

This is a fast-paced, central role where you will be the link between field technicians, clients, and internal teams — ensuring smooth operations, strong customer service, and effective business outcomes.

Why You’ll Love Working With Us

Strong wages + yearly increases

Career growth – ongoing training, development support, and clear pathways

Supportive team environment with strong leadership

Health, wellbeing & perks – Fitness Passport, employee discounts, and flu vaccinations

Additional benefits including novated leasing options

Paid parental leave & paid volunteer leave

Safe systems, modern platforms & structured processes

What You’ll Be Doing

• Scheduling and coordinating fire service works to maximise technician productivity and billable time
• Raising and managing jobs within systems such as simPRO / Uptick and Maintenance Planner
• Reviewing open jobs, compliance reports, and documentation to ensure accuracy and readiness for invoicing
• Coordinating subcontractors and ensuring works align with compliance and KPI requirements
• Maintaining accurate data, records, asset registers, and customer/site information
• Liaising with clients to manage scheduling, access requirements, and service delivery expectations
• Providing high-quality customer service across phone, email, and correspondence
• Supporting invoicing, AFSS documentation, and administrative compliance requirements
• Monitoring workflows, ensuring timelines are met, and supporting continuous process improvements

Your Education, Experience & Skills

• Strong administrative experience (5+ years preferred) within a service, scheduling, or operations environment
• Experience working with job management systems such as simPRO or Uptick (highly regarded)
• High level of communication and customer service skills
• Excellent time management and ability to prioritise competing tasks
• Strong attentionto detail, particularly in data management, compliance, and documentation
• Abilityto coordinate workflows, manage scheduling requirements, and support operational efficiency
• Experience within Essential Fire Services or a related industry (highly regarded)
• Strong computer literacy and administrative capabilities
• Ability to work independently and collaboratively within a team
• Full working rights in Australia (essential)

About HIX

HIX is a specialist provider of fire, electrical and essential building services, delivering compliant, high-quality solutions across commercial and government sectors. With a strong focus on safety, technical excellence, and customer service, HIX supports critical infrastructure and facilities to remain safe, compliant, and operational. As part of BGIS, HIX combines specialist technical expertise with global capability, providing employees with access to career development, modern systems, and strong operational support.

We acknowledge the Traditional Custodians of the land on which we work, and pay our respects to Elders past, present and emerging. We are an equal opportunity employer and strongly encourage applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQ+ individuals, and people fromculturally diverse backgrounds.