Maintenance Administration & Scheduling Specialist

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

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