Maintenance Administration & Scheduling Officer

WELSS; City of Launceston; On-site; AUD 60,000 - 85,000; Full time

Job summary

WELSS Home Maintenance | Launceston is seeking a highly organized Maintenance Administration & Scheduling Officer to be the administrative backbone of the Maintenance Department. You will keep information accurate, chase invoices, update job notes, and ensure jobs progress from start to invoicing.

You'll work closely with the Operations Supervisor, handle calls and emails, create and maintain jobs in ServiceM8, and coordinate with trades while maintaining clear documentation and proactive

Qualifications

• Seriously good at administration.
• Notice details that others miss and keep things finished, not just started.
• Manage phones, emails and systems without losing follow-ups and learn new software quickly.
• Communicate well with tenants and tradespeople; write clear, professional notes and emails.
• Ask questions when something isn't clear and take ownership to completion.

Responsibilities

• Answer calls from clients, tenants, trades and stakeholders.
• Create and maintain jobs in ServiceM8.
• Process incoming work orders and ensure information is complete.
• Support administration of urgent and responsive maintenance works.
• Contact clients and tenants regarding appointments and access.
• Keep job notes accurate and record communications as they happen.
• Update stakeholder and provider portals throughout the life of a job.
• Chase trades and subcontractors for invoices, photos and completion notes.
• Build good working relationships with trades.
• Escalate delays, risks and operational matters to the Operations Supervisor.
• Support the broader administration and scheduling team when needed.

Job description

Maintenance Administration & Scheduling Officer

WELSS Home Maintenance | Launceston

Are you the person who gets suspicious when a job has been sitting still for too long?

Do you see an unanswered email and think “Has anyone actually followed that up?”

Does a missing attachment bother you more than it probably should?

Good. We might have the job for you.

WELSS Home Maintenance is looking for a highly organised, confident and proactive Maintenance Administration & Scheduling Officer to join our Maintenance team.

This isn't a role where you'll spend your day waiting for someone to hand you the next task.

You'll work closely with our Operations Supervisor and become the administrative backbone of the Maintenance Department — keeping information moving, systems accurate, trades followed up, clients informed and making sure jobs don't quietly disappear into the abyss.

Our Operations Supervisor needs to be able to look across the department and know what's happening.

Your job is to make sure the information behind that view is accurate, current and complete.

What will your day actually look like?

Some days will be beautifully organised.

Others... well, it's maintenance.

A client might call with an urgent repair while you're waiting on photos from a plumber, an invoice from another trade and an update needs to go onto a provider portal.

You'll need to work out what needs attention now, what needs following up, and what the Operations Supervisor needs to know.

You'll be:

• Answering calls from clients, tenants, trades and stakeholders.
• Creating and maintaining jobs in ServiceM8.
• Processing incoming work orders and making sure the information is complete.
• Supporting the administration of urgent and responsive maintenance works.
• Contacting clients and tenants regarding appointments and access.
• Keeping job notes accurate and recording communication as it happens.
• Updating stakeholder and provider portals throughout the life of a job.
• Chasing trades and subcontractors for invoices, photos, completion notes and documentation.
• Building good working relationships with the trades we rely on.
• Keeping an eye on open jobs and noticing when something isn't moving.
• Following up outstanding administration so completed work can actually become completed and invoiced work.
• Escalating delays, risks and operational matters to the Operations Supervisor.
• Supporting our broader administration and scheduling team when needed.

Who are we looking for?

We're looking for someone who is seriously good at administration.

You don't need to know how to fix a leaking tap.

You do need to notice that we're still waiting for the plumber's invoice, the completion photos haven't arrived and the client contact hasn't been recorded.

You'll probably love this role if you:

• Naturally notice details other people miss.
• Like things being finished, not just started.
• Can manage phones, emails and systems without losing your follow-ups.
• Are confident learning new software and systems.
• Communicate well with everyone from tenants to tradespeople.
• Write clear, professional notes and emails.
• Ask questions when something doesn't make sense.
• Don't need to be reminded three times about something you already know is outstanding.
• Can recognise what you can action yourself and what needs to be escalated.
• Stay organised when priorities suddenly change.
• Take ownership of your work through to completion.

Experience with ServiceM8, maintenance scheduling, property maintenance, facilities management, housing, construction or trade administration would be fantastic.

But if you're an exceptional administrator who learns quickly, we still want to hear from you.

This role probably isn't for you if...

You prefer to wait for someone to tell you every next step.

Because the person we're looking for will naturally look at a job and think:

What's outstanding?

Who are we waiting on?

What can I action?

What needs to be documented?

What does my Operations Supervisor need to know?

We'll give you systems, processes and support.

We need you to bring the ownership.

Why WELSS?

At WELSS, the work happening behind the scenes matters just as much as the work happening in the field.

Our Maintenance team delivers planned and responsive maintenance services across Tasmania. Strong administration allows our field teams to do their jobs and our operational leaders to actually lead.

You'll work closely with our Operations Supervisor and become their administrative right hand — keeping the information flowing, following up the details and helping maintain visibility across a busy department.

Our values are:

Accountability. Ownership. Responsibility.

They're not words we put on the wall. They're how we expect each other to work.

And if something isn't working? We want people who are comfortable putting their hand up and saying:

“I think there's a better way to do this.”

That's how we get better.

We go beyond the surface, because details matter.

Ready?

If you're the person who notices the missing attachment, follows up the unanswered email, documents the phone call and makes sure a job doesn't disappear into a system...

We should probably talk.

Tell us about a time you noticed something at work wasn't progressing or had been missed. What did you do about it?

We're not looking for the perfect answer — we want to understand how you think and how you take ownership.