Project and Service Support Officer

Prospex Recruiting; City of Melbourne; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Onsite 5 days a week

Job summary

Prospex Recruiting is assisting with a permanent onsite Project and Service Support Officer role based at Mulgrave. You will join a team providing the operational backbone for multiple divisions, handling administrative tasks from job creation to customer coordination.

The role requires strong communication, excellent time management, and a collaborative mindset to support service delivery and project execution while maintaining confidentiality and compliance with IMS procedures.

Qualifications

• Strong written and oral communication skills.
• Excellent time management and organisational skills.
• Collaborative mindset with willingness to share ideas and adapt to changing environments.

Responsibilities

• Service & Project Support: Monitor, respond to, direct internal and external communications, raise maintenance and service requests, and manage projects, variations and claims with stakeholders.
• Invoicing & Claims: Issue invoices promptly, post to portals, update ERP system, and follow up on submission errors.
• Contract Administration: Maintain and renew service contracts with proper documentation and manage monthly purchase orders.
• Scheduling & Coordination: Schedule technicians and service calls to ensure timely project delivery and allocate resources.
• Customer Engagement: Liaise with stakeholders to respond to queries, resolve issues, and nurture relationships.

Job description

Work Type: Full-Time, Permanent Arrangement: Onsite 5 days a week

About Our Client

We are proudly partnering with a dynamic organisation operating across Australia and internationally. They are seeking a highly organised and proactive Project and Service Support Officer to join their team at the Mulgrave site. This role is vital to the seamless delivery of backend operations, directly supporting service delivery, project execution, and customer satisfaction.

About the Role

Reporting to the Project Service Support Team Leader, you, along with your team, will act as the operational backbone for multiple business divisions.. You will manage a diverse range of administrative tasks—from job creation and claims processing to customer coordination—while working closely with department heads, engineers, and the sales team.

Key Responsibilities

Service & Project Support: Monitor, respond to, and appropriately direct incoming internal and external communications, raise preventative maintenance and reactive service calls, and maintain projects, variations, and claims in collaboration with internal stakeholders.

Invoicing & Claims: Issue service and project invoices promptly, post invoices to customer portals, update the Pronto ERP system, and follow up on submission errors.

Contract Administration: Ensure service contracts are maintained, renewed, and have the correct documentation attached, while managing monthly purchase orders.

Scheduling & Coordination: Schedule and coordinate technicians and service calls to ensure timely and efficient project delivery and resource allocation.

Customer Engagement: Liaise with internal stakeholders to respondeffectively to customer queries, resolve issues and nurturerobust professional relationships.

Team Collaboration & Cross-Training: Provide overflow administrative support and cross-train in other functions, including accounts payable, accounts receivable, and stock control.

Compliance: Maintain accurate records, support document version control, and adhere to company OH&S, Cyber Security, and IMS procedures.

About You

To be successful in this role, you will possess:

Strong written and oral communication skills with the ability to convey accurate information to key stakeholders.

Excellent time management and organisational skills to handle multiple workflows and meet key performance indicators.

A collaborative mindset, with a willingness to share ideas, adapt to changing environments, and go above and beyond for the team.

The utmost professionalism and ability to maintain strict confidentiality regarding sensitive information.

What’s on Offer

A permanent, stable role based fully on-site in Mulgrave to keep you connected with the team culture and operations.

All necessary tools provided, including a company notebook computer and mobile phone.

A supportive environment that encourages continuous improvement and multi-skilling across different business areas.