Office & Administration Coordinator

Poseidon Plumbing Pty Ltd; Sydney; Remote; AUD 40,000 - 55,000; Part time

Benefits offered by this job

Flexible schedule

Autonomy

Remote work options

Friendly team

Job summary

Poseidon Plumbing Pty Ltd is seeking an Administration & Scheduling Coordinator to join our Sydney team three days per week. This hands-on remote role involves coordinating jobs, communicating with customers and property managers, and supporting our plumbers from first booking through to completion.

You’ll work closely with the director, be highly organised, proactive, and comfortable using systems like ServiceM8. Flexible days and autonomous work are a plus in our friendly, growing business.

Qualifications

• Highly organised and able to manage multiple jobs and priorities
• Proactive and able to identify what needs to be done without constant direction
• Strong written and verbal communication
• Comfortable learning and using systems such as ServiceM8

Responsibilities

• Answering incoming calls and handling general enquiries
• Managing emails and day-to-day administration
• Booking and scheduling plumbers
• Coordinating plumbing jobs through ServiceM8
• Communicating with tenants, property managers, owners and suppliers
• Following up work orders, approvals and outstanding information
• Preparing and sending quotes and job-related correspondence
• Updating job notes, customer information and job statuses
• Keeping plumbers informed of job requirements and changes
• Monitoring upcoming and active jobs and identifying anything requiring follow-up
• Following up completed works and ensuring jobs are properly closed out
• Assisting with accounts administration
• Maintaining accurate records and organised systems
• Providing general administrative support to the director and team

Skills

Multitasking

Communication

Organisational skills

Remote work

Tools

ServiceM8

Job description

Part-time | 3 days per week | Primarily remote, with occasional hybrid work from our Ramsgate office and meetings in Sydney where required.

Poseidon Plumbing is a growing Sydney plumbing business specialising in residential, strata and property management plumbing services.

We’re looking for a highly organised, capable and personable Administration & Scheduling Coordinator to join our team three days per week.

This is a hands‑on remote role for someone who enjoys being organised, communicating with people and making sure nothing falls through the cracks.

You’ll play an important role in the day‑to‑day running of the business, coordinating jobs, communicating with customers and property managers, supporting our plumbers and keeping work moving from initial booking through to completion.

About the role

Working closely with our director, plumbers and property management clients, you’ll coordinate the administration behind our day‑to‑day plumbing operations.

Your responsibilities will include:

Answering incoming calls and handling general enquiries

Managing emails and day‑to‑day administration

Booking and scheduling plumbers

Coordinating plumbing jobs through ServiceM8

Communicating with tenants, property managers, owners and suppliers

Following up work orders, approvals and outstanding information

Preparing and sending quotes and job‑related correspondence

Updating job notes, customer information and job statuses

Keeping plumbers informed of job requirements and changes

Monitoring upcoming and active jobs and identifying anything requiring follow‑up

Following up completed works and ensuring jobs are properly closed out

Assisting with accounts administration

Maintaining accurate records and organised systems

Providing general administrative support to the director and team

About you

We’re looking for someone who is:

Highly organised and comfortable managing multiple jobs and priorities at once

Confident communicating with customers, tenants and property managers

Professional, friendly and approachable

Proactive and able to identify what needs to be done without constant direction

Strong in both written and verbal communication

Detail‑oriented and accurate with administration

Comfortable learning and using systems such as ServiceM8

Reliable and consistent

Comfortable working independently in a remote environment

Someone who takes ownership and follows tasks through to completion

Experience in plumbing, trades, property management, facilities management or another service‑based business would be highly regarded, but is not essential.

You’ll be joining a small, growing business where your contribution will be valued and you’ll have the opportunity to make the role your own.

We value people who are dependable, communicate well and take pride in doing their job properly. In return, we offer a friendly and supportive team, flexibility around your working days and the autonomy to manage your work without being micromanaged.

If this sounds like the right fit for you, we’d love to hear from you.

The details

Location: Sydney, remote

Days: To be agreed with the successful candidate