Office Manager / Service Coordinator

Peninsula Technologies; Somerville; On-site; AUD 60,000 - 75,000; Full time

Benefits offered by this job

Flexible working hours

Direct with owner

Growth opportunities

Job summary

Peninsula Technologies is a growing electrical and technology company servicing the Mornington Peninsula and Melbourne’s South-East. We are seeking an organized, confident and proactive Office Manager / Service Coordinator to take ownership of day-to-day administration and help keep our team, jobs and customers organized.

This hands-on role involves coordinating jobs from initial enquiry through scheduling, ordering, invoicing and completion, with a major focus on managing our AroFlo job

Qualifications

• Previous experience in administration, service coordination or office management.
• Experience within electrical, construction, security, trades or service industry preferred.
• Experience using AroFlo, Simpro, ServiceM8 or similar job management software.
• Proficient with Microsoft Office and cloud-based business systems.
• Excellent organizational and time-management skills.

Responsibilities

• Manage incoming phone calls, emails and customer enquiries.
• Coordinate technicians’ schedules, service calls and project work.
• Manage and maintain jobs within AroFlo.
• Create new jobs and ensure job information is accurate and up to date.
• Prepare and send quotes, invoices and purchase orders.
• Follow up outstanding quotes, invoices and customer enquiries.
• Coordinate materials, suppliers and deliveries with technicians.
• Assist with accounts payable and receivable administration.
• Maintain customer, supplier and project records.
• Assist with compliance documentation and general business administration.
• Communicate with builders, clients, suppliers and other trades.
• Help the Director stay on top of outstanding tasks, jobs and customer follow-ups.
• Continually look for ways to improve our systems and office processes.

Job description

Be the Backbone of a Growing Electrical & Technology Business

Preview: Bring your organization, communication and coordination skills to a growing electrical and technology company servicing Melbourne’s Mornington Peninsula and South-East.

Location: Mornington Peninsula, VIC
Company: Peninsula Technologies
Type: Part-Time / Full-Time – Flexible for the Right Person
Salary: Negotiable based on experience

ABOUT US

Peninsula Technologies is a growing electrical and technology company servicing the Mornington Peninsula and Melbourne’s South-East.

We specialize in electrical, security, CCTV, access control, home automation, audio visual, networking and integrated technology systems, working across high-end residential, commercial and construction projects.

Our team works across everything from residential service calls through to large-scale new homes and commercial projects involving multiple trades, suppliers and technologies.

As the business continues to grow, we’re looking for an organized, confident and proactive Office Manager / Service Coordinator who can take ownership of the day‑to‑day administration and help keep our team, jobs and customers organized.

ABOUT THE ROLE

This is a hands‑on role where no two days are exactly the same.

You’ll work closely with the Director and our technicians, helping coordinate jobs from the initial customer enquiry through to scheduling, ordering, invoicing and completion.

A major part of the role will be managing our AroFlo job management system, ensuring jobs, schedules, purchase orders, invoices and customer information are kept organized and up to date.

We’re looking for someone who doesn’t need to be constantly told what to do. You’ll be comfortable taking ownership, following things up and making sure nothing falls through the cracks.

KEY RESPONSIBILITIES

• Manage incoming phone calls, emails and customer enquiries
• Coordinate technicians’ schedules, service calls and project work
• Manage and maintain jobs within AroFlo
• Create new jobs and ensure job information is accurate and up to date
• Prepare and send quotes, invoices and purchase orders
• Follow up outstanding quotes, invoices and customer enquiries
• Coordinate materials, suppliers and deliveries with technicians
• Assist with accounts payable and receivable administration
• Maintain customer, supplier and project records
• Assist with compliance documentation and general business administration
• Communicate with builders, clients, suppliers and other trades
• Help the Director stay on top of outstanding tasks, jobs and customer follow‑ups
• Continually look for ways to improve our systems and office processes

ABOUT YOU

You're the kind of person who enjoys bringing organization to a busy environment.

You don’t get overwhelmed when the phone is ringing, technicians need information and customers are waiting for answers. Instead, you’re good at prioritizing what needs to happen and getting things moving.

You're confident speaking with customers and tradespeople, have excellent attention to detail and aren’t afraid to follow someone up when something needs to get done.

You’ll thrive in this role if you:

• Have previous experience in administration, service coordination or office management
• Ideally have experience within the electrical, construction, security, trades or service industry
• Have experience using AroFlo, Simpro, ServiceM8 or similar job management software
• Are confident using Microsoft Office, email and cloud‑based business systems
• Have excellent organizational and time‑management skills
• Communicate professionally and confidently with customers
• Can priorities multiple jobs and tasks without losing track of the details
• Take ownership rather than waiting to be told what to do
• Are comfortable following up customers, suppliers and staff
• Have a positive attitude and enjoy working as part of a small team

Previous AroFlo experience would be highly regarded.

WHY WORK WITH PENINSULA TECHNOLOGIES?

Join a small, close‑knit and growing team

Work directly with the business owner and have a genuine impact on how the business operates

Flexible working hours for the right person ( school hours)

Opportunity for the role to grow as the company expands

Work across interesting projects involving some of the latest electrical, security and automation technology

Variety – this isn’t a repetitive corporate administration role

Your ideas and improvements will actually be listened to and implemented

Long‑term opportunity for someone who wants to become an important part of the business