Reception & Scheduling Specialist

seek.com.au; Sydney; On-site; AUD 52,000 - 68,000; Full time

Job summary

All Aussie Fire (AAF) is expanding and seeking a reliable receptionist and office support coordinator to join the Moorebank team. You will manage calls, assist with service scheduling, coordinate stock, and provide general administrative support to keep daily operations running smoothly.

You’ll work closely with operations and field staff, maintain a tidy office, answer inquiries professionally, and help keep clients, suppliers and subcontractors informed.

Qualifications

• Previous experience in reception, administration or office support.
• Strong verbal and written communication skills.
• Good organisational skills and attention to detail.
• Confidence using Microsoft Office, email and general computer systems.
• The ability to prioritise competing tasks and follow things through to completion.
• A friendly, professional telephone manner.
• A proactive approach and willingness to pitch in wherever needed.
• The ability to work both independently and as part of a team.
• Experience in scheduling, trade services, construction, facilities management or a similar industry would be advantageous, but is not essential.

Responsibilities

• Reception & call handling: Answer incoming calls, direct enquiries and provide a professional first point of contact for clients, suppliers and subcontractors.
• Scheduling support: Assist with service scheduling, technician coordination and general job administration.
• Group mailbox management: Monitor shared inboxes, distribute enquiries and ensure emails are actioned or directed to the appropriate team member.
• Stock ordering: Assist with ordering and coordinating stock and materials required for upcoming service jobs.
• Office supplies: Monitor and order stationery, consumables and general office supplies as required.
• Subcontractor coordination: Follow up subcontractors regarding outstanding jobs, reports, paperwork and scheduling requirements.
• Document preparation: Print, prepare and maintain service books and other documentation required by our field teams.
• General office support: Assist with filing, data entry, record keeping and other administrative duties to support the smooth running of the business.

Skills

Verbal and written communication

Organisational skills

Attention to detail

Microsoft Office

Telephone manner

Proactive attitude

Scheduling experience

Team player

Customer service

Education

None

Tools

Microsoft Office Suite

Job description

All Aussie Fire (AAF) is expanding and seeking a reliable receptionist and office support coordinator to join the Moorebank team. You will manage calls, assist with service scheduling, coordinate stock, and provide general administrative support to keep daily operations running smoothly.

You’ll work closely with operations and field staff, maintain a tidy office, answer inquiries professionally, and help keep clients, suppliers and subcontractors informed.