Operations Coordinator - Service & Administration

Oakland Plumbing; Cairns Regional; Hybrid; AUD 70,000 - 80,000; Full time

Benefits offered by this job

Paid training

Career progression

Supportive team environment

Job summary

Oakland Plumbing is seeking an Operations Coordinator to support service and administration in Cairns. You’ll be the first contact for customers and the field team, coordinating enquiries, schedules and job records from enquiry to completion.

Ideal candidates are organised, proactive and comfortable working remotely with occasional office attendance. Plumbing experience isn’t required; experience in real estate, strata or construction is a plus, and you’ll join a collaborative, supportive team.

Qualifications

• Experience using job management software such as ServiceM8, Tradify or a comparable system.
• A general understanding of accounts, including invoicing and reconciliation.
• Strong organisational skills and excellent time management.
• Excellent written and verbal communication skills—you’ll be a key point of contact for both customers and the team.
• A solutions-focused attitude and the ability to make decisions and manage tasks independently.

Responsibilities

• Build strong customer relationships and act as the first point of contact from the initial enquiry through to job completion.
• Keep customers informed throughout the process and confidently manage concerns when they arise.
• Set up, detail and manage jobs in ServiceM8 from enquiry through to completion.
• Plan and coordinate the field team’s daily schedule, adjusting when circumstances change to keep work flowing efficiently.
• Order materials and coordinate suppliers, contractors and equipment hire.
• Prepare invoices and ensure job records are accurate and complete before invoices are issued.
• Maintain contracts, forms, compliance records and job documentation.
• Complete ad hoc tasks that support the day-to-day running of the office.
• Use our systems effectively and identify opportunities to improve our processes, operations and customer experience.
• Communicate clearly and professionally with customers, suppliers and team members.

Skills

Organisational skills

Time management

Communication

Problem solving

Customer service

Tools

ServiceM8

Tradify

Job description

Operations Coordinator - Service & Administration

Operations Coordinator, Service & Administration – Oakland Plumbing (Cairns, Australia)

Please note: Plumbing experience is not required; however, experience in real estate, strata, trades or construction would be advantageous.

About Us:

Oakland Plumbing is a high-standard plumbing business proudly serving Cairns since 2024. We specialise in domestic, strata and real estate maintenance.

We pride ourselves on delivering quality workmanship, providing exceptional customer service and fostering a strong, supportive team culture. We’re now looking for an Operations Coordinator to join our growing team!

The Role:

We’re looking for a capable and motivated Operations Coordinator to keep our day-to-day operations running smoothly. You’ll be the first point of contact for our customers and field team, helping to manage each job from the initial enquiry through to completion.

You’ll manage incoming enquiries, coordinate the field team’s schedule, keep customers informed, assist with invoicing and ensure job records are accurate and complete.

We’re looking for someone who’s organised, communicates well and takes ownership of their role. You’ll be confident working independently, managing competing priorities and finding solutions when things don’t go to plan.

Key Responsibilities:

• Build strong customer relationships and act as the first point of contact from the initial enquiry through to job completion
• Keep customers informed throughout the process and confidently manage concerns when they arise
• Set up, detail and manage jobs in ServiceM8 from enquiry through to completion
• Plan and coordinate the field team’s daily schedule, adjusting when circumstances change to keep work flowing efficiently
• Order materials and coordinate suppliers, contractors and equipment hire
• Prepare invoices and ensure job records are accurate and complete before invoices are issued
• Maintain contracts, forms, compliance records and job documentation
• Complete ad hoc tasks that support the day-to-day running of the office
• Use our systems effectively and identify opportunities to improve our processes, operations and customer experience
• Communicate clearly and professionally with customers, suppliers and team members

About You:

• Experience using job management software such as ServiceM8, Tradify or a comparable system
• A general understanding of accounts, including invoicing and reconciliation
• Strong organisational skills and excellent time management
• Excellent written and verbal communication skills—you’ll be a key point of contact for both customers and the team
• A solutions-focused attitude and the ability to make decisions and manage tasks independently
• Confidence following people up and working to deadlines
• A willingness to learn about the trade, our systems and how the business operates
• The ability to quickly learn new tools and the confidence to speak up when something isn’t working
• A positive attitude and the ability to work well within a small team
• Experience in real estate, strata, trades or construction would be an advantage

Work Hours:

• Monday to Friday, with set hours to be discussed
• Predominantly work-from-home
• Cairns-based, with some office attendance required
• Initial training will be office-based

What We Offer:

• $70,000–$80,000, based on experience
• Opportunities for paid training and career progression
• Supportive leadership and a great team environment