Office Administrator / Job Coordinator

O'Brien Plumbing; Fairy Meadow; On-site; AUD 29,000 - 48,000; Full time

Benefits offered by this job

Full-time position

Training in Simpro

Supportive team environment

Job summary

O’Brien Plumbing North Wollongong is seeking a motivated Office Administrator / Job Coordinator to join our growing team. You will manage day-to-day administration, coordinate work orders from receipt to invoicing, and work closely with management, customers, suppliers and plumbers in the field.

Key responsibilities include scheduling plumbers, ordering materials, maintaining records, preparing quotes and invoices, and ensuring timely communication.

Qualifications

• Highly organised with the ability to manage multiple jobs at once.
• Excellent communication and customer service skills.
• Confidently coordinate field staff and changing schedules.
• Strong attention to detail and accuracy in records.
• Able to follow established systems and maintain documentation.
• Takes ownership of tasks and follows them through to completion.
• Calm under pressure and professional when priorities change.
• Proficient with Microsoft Word, Excel, Outlook and general office software.
• Willing to learn and grow with the role.

Responsibilities

• Receiving job requests and creating work orders.
• Reviewing job priorities, site details and customer requirements.
• Booking and scheduling plumbers and apprentices.
• Communicating job instructions clearly to field staff.
• Coordinating appointments with customers and site contacts.
• Monitoring job progress and following up outstanding work.
• Ordering plumbing materials, parts and equipment.
• Tracking material deliveries and supplier orders.
• Updating job notes, customer records and work order information.
• Preparing quotes, invoices, reports and completion documents.
• Processing customer payments.
• Managing emails and incoming phone calls.
• Maintaining compliance documents, licences and safety records.
• Using Simpro to manage scheduling, work orders, quotes, invoices and job progress.
• Supporting management with general administration and contract reporting.
• Ensuring completed jobs are invoiced promptly and accurately.

Job description

O’Brien Plumbing North Wollongong is seeking a motivated, organised and proactive Office Administrator / Job Coordinator to join our growing team.

We have recently secured a new service and maintenance contract and are looking for someone to help manage the day-to-day administration and coordination of the work.

This is not a repetitive data-entry position. You will play a key role in keeping jobs moving from the time a work order is received through to scheduling, material ordering, job completion and invoicing.

You will work closely with our management team, customers, suppliers and plumbers in the field to ensure work is organised, completed efficiently and documented correctly.

About Us

O’Brien Plumbing North Wollongong is an established and growing plumbing business servicing residential, commercial, strata, government and maintenance clients throughout the Illawarra and surrounding regions.

We pride ourselves on quality workmanship, reliable service, clear communication and completing every job properly.

Our office team is central to delivering that level of service.

About the Role

A major part of this position will involve helping coordinate a new plumbing maintenance contract.

Your responsibilities will include:

• Receiving job requests and creating work orders


• Reviewing job priorities, site details and customer requirements


• Booking and scheduling plumbers and apprentices


• Communicating job instructions clearly to field staff


• Coordinating appointments with customers and site contacts


• Monitoring job progress and following up outstanding work


• Ordering plumbing materials, parts and equipment


• Tracking material deliveries and supplier orders


• Updating job notes, customer records and work order information


• Ensuring plumbers provide accurate job notes, photographs and documentation


• Preparing quotes, invoices, reports and completion documents


• Processing customer payments


• Managing emails and incoming phone calls


• Maintaining compliance documents, licences and safety records


• Using Simpro to manage scheduling, work orders, quotes, invoices and job progress


• Supporting management with general administration and contract reporting


• Helping ensure completed jobs are invoiced promptly and accurately

What We’re Looking For

We are looking for someone who:

• Is highly organised and able to manage multiple jobs at once


• Has excellent communication and customer service skills


• Can confidently coordinate field staff and changing schedules


• Has strong attention to detail


• Can follow established systems and maintain accurate records


• Takes ownership of tasks and follows them through to completion


• Remains calm and professional when priorities change


• Is comfortable speaking with customers, suppliers and tradespeople


• Can work independently while contributing to a team


• Is confident using Microsoft Word, Excel, Outlook and general office software


• Has a positive attitude and is willing to learn


• Takes pride in doing things properly

Experience That Would Be Highly Regarded

Experience in any of the following would be beneficial:

• Plumbing, construction, trade services or facilities maintenance


• Coordinating plumbers, technicians or other field-based employees


• Managing work orders or maintenance contracts


• Simpro or similar job management software


• Scheduling and dispatching field staff


• Ordering and tracking materials


• Quoting, invoicing or payment processing


• Working with commercial, strata, government or facilities management clients

Previous industry experience is preferred but not essential. Training will be provided for the right person with strong organisational skills and the right attitude.

Why Join Us?

This is an opportunity to take responsibility for an important part of a growing plumbing business.

You will not simply be another administrator. Your organisation, communication and follow-up will directly affect our plumbers’ productivity, our customers’ experience and the successful delivery of the new contract.

We offer:

• A full-time and stable position


• An hourly rate of $30–$35 per hour, depending on experience


• Training in Simpro and our internal systems


• A supportive and practical team environment


• Variety in your day-to-day responsibilities


• The opportunity to develop contract coordination and operations experience


• The opportunity to grow with an expanding business


• A role where your performance and contribution will be recognised

The Right Person
You may be a strong fit for this role if people describe you as:

• Organised


• Reliablei
  
• Proactive


• Friendly and professional


• Detail-focused


• Calm under pressure


• Someone who follows up and gets things done

Only shortlisted applicants will be contacted.