Re-Certification Coordinator

Connected Roof Safety; City of Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Connected Roof Safety is seeking a proactive Service Administration Coordinator to own the annual testing and re-certification workflow from client contact through to invoicing. You won’t need roof safety expertise, just sharp systems, organization and a service-minded approach.

You’ll be supported by the General Manager, Technical Manager and operations team, with responsibilities spanning quotes, scheduling, reports and client communications to keep the service operation running smoothly.

Qualifications

• Strong admin experience is essential.
• Experience in a service-based business such as HVAC, plumbing, electrical, fire services, facilities maintenance or another trade service business would be highly regarded.

Responsibilities

• You’ll manage the administration of our testing work from the initial client contact through to quoting, scheduling, reporting and invoicing.
• Review upcoming and overdue annual testing work; contact clients before their certification is due; prepare and send testing quotes; follow up all certification and defect quotes; convert accepted quotes into testing tasks; schedule jobs with clients and our operations team; confirm site contacts, access details, inductions and purchase orders; ensure technicians have the information they need; maintain accurate client, property and asset records; prepare and send reports where no defects are found; refer reports with defects to the Technical Manager; track defect quotes and outstanding client decisions; send completed jobs for invoicing; create the following year’s recurring testing task; contact clients about additional properties they manage; work through previous CRS installations to secure annual testing work; ensure no job, quote, report or client request falls through the cracks.

Skills

Administration

Systems

Deadlines

Client communication

Ownership

Multitasking

Tools

Uptick

Simpro

AroFlo

ServiceM8

Job description

Are you the person who keeps everything organised, follows up every loose end and makes sure nothing gets missed?

Connected Roof Safety is looking for a switched on administration professional to take ownership of our annual testing and re certification workflow.

This is an administration role first and foremost. You don’t need to be a roof safety expert. You’ll be fully supported by our General Manager, Technical Manager, operations team and experienced technicians.

Your job is to keep the process moving, maintain accurate records, stay ahead of deadlines and provide clients with a high level of service.

Service Administration Coordinator

Are you the person who keeps everything organised, follows up every loose end and makes sure nothing gets missed?

Connected Roof Safety is looking for a switched on administration professional to take ownership of our annual testing and re certification workflow.

This is an administration role first and foremost. You don’t need to be a roof safety expert. You’ll be fully supported by our General Manager, Technical Manager, operations team and experienced technicians.

Your job is to keep the process moving, maintain accurate records, stay ahead of deadlines and provide clients with a high level of service.

What you’ll be doing

You’ll manage the administration of our testing work from the initial client contact through to quoting, scheduling, reporting and invoicing.

Your responsibilities will include:

• Reviewing upcoming and overdue annual testing work
• Contacting clients before their certification becomes due
• Preparing and sending testing quotes
• Following up all certification and defect quotes
• Converting accepted quotes into testing tasks
• Scheduling jobs with clients and our operations team
• Confirming site contacts, access details, inductions and purchase orders
• Making sure technicians have the information they need
• Maintaining accurate client, property and asset records
• Preparing and sending reports where no defects are found
• Referring reports with defects to the Technical Manager
• Tracking defect quotes and outstanding client decisions
• Sending completed jobs through for invoicing
• Creating the following year’s recurring testing task
• Contacting clients about additional properties they manage
• Working through previous CRS installations to secure annual testing work
• Making sure no job, quote, report or client request falls through the cracks

Who we’re looking for

We’re looking for a genuine administration gun.

You’ll be someone who:

• Loves systems, checklists and clear processes
• Can manage a large number of jobs and deadlines
• Follows up without needing to be reminded
• Communicates clearly and professionally
• Is confident speaking with clients by phone and email
• Produces accurate work and checks the details
• Can prioritise urgent matters without losing track of routine work
• Takes ownership and sees tasks through to completion
• Learns new software quickly
• Enjoys being the person who keeps everything under control

Strong administration experience is essential.

Experience in a service based business such as HVAC, plumbing, electrical, fire services, facilities maintenance or another trade service business would be highly regarded.

Roof safety, height safety or compliance industry experience would also be valuable, but it isn’t required.

Uptick experience

Experience using Uptick would be a strong advantage, particularly if you’ve worked in fire services, essential safety measures or another recurring compliance business.

Uptick experience isn’t essential. If you’re an excellent administrator with service coordination experience and strong systems skills, we can train you.

Experience with Simpro, AroFlo, ServiceM8 or similar service management software would also be useful.

You’ll have full technical support

You won’t be expected to answer technical roof safety questions or make technical decisions by yourself.

Our technical team will handle:

• Failed systems and defective assets
• Technical questions from clients
• Defect scopes and repair recommendations
• Unusual testing requirements
• Complex pricing
• Reports containing defects
• Standards and compliance questions

You’ll coordinate the process and make sure technical matters reach the right person quickly.

What success looks like

Success in this role means:

• Upcoming testing is identified and actioned before it becomes overdue
• Every quote is followed up
• Accepted quotes are converted and booked promptly
• Technicians arrive with the correct job and access information
• Reports are processed without delay
• Completed work is sent through for invoicing
• Every inspection is set up for the following year
• Client and property information remains accurate
• No recurring testing job is missed because of administration

About CRS

Connected Roof Safety provides roof access, fall protection and rope access systems for commercial buildings across Australia.

We work with builders, schools, councils, hospitals, facility managers, body corporates and commercial property owners.

We’re a family oriented business with a friendly, down to earth team. We take our work seriously, but we don’t take ourselves too seriously. Our dogs are regularly in the office and have become part of the CRS team.

You’ll work from our Pakenham office and report directly to the General Manager. You’ll be supported, properly trained and given the systems and technical backup needed to take ownership of the role.

If you’re an experienced administrator who enjoys organising people, managing deadlines and keeping a busy service operation running smoothly, we’d like to hear from you.