Scheduling & Invoicing Administrator

A Grade Maintenance Services; Melbourne; On-site; AUD 60,000 - 75,000; Full time

Benefits offered by this job

Competitive salary package

Modern, fitted-out office in Tullamar‑

Ongoing training and professional dev.

12-month full-time contract with room.

Career growth with a growing company

Job summary

A Grade Maintenance is a leading multi-trade maintenance company based in Melbourne’s Western Suburbs, delivering electrical, plumbing, carpentry and general maintenance services to major government and commercial clients across Victoria.

Our clients include Melbourne Airport, Australia Post, VSBA and Melbourne Olympic Park Precinct — and we’re proud of the reputation we’ve built for quality, safety and reliability.

Qualifications

• Proven experience in scheduling and administrative roles.
• Strong multitasking skills, with the ability to manage competing priorities in a fast-paced environment.
• Excellent communication skills, both written and verbal, with a high level of professionalism and interpersonal ability.
• Customer-focused and proactive, always willing to go the extra mile to ensure a positive experience.
• Quick to learn and adaptable, able to navigate change and pick up new systems or processes efficiently.
• Confident using Microsoft Office (Word, Excel, Outlook) and comfortable working with internal systems like Fergus.
• Team-oriented but capable of working independently, showing initiative and ownership of tasks.

Responsibilities

• Handle incoming calls and emails relating to job requests, scheduling and service inquiries.
• Set up new clients and jobs in the system, ensuring all incoming requests are logged and actioned efficiently.
• Liaise with trade leads and coordinators to assign tasks based on trade availability, location, priority, and skill set.
• Allocate and adjust schedules as needed, monitoring job progress through to completion using internal checklists and systems.
• Communicate with clients to confirm appointments, service details, and ensure expectations are met.
• Ensure completed jobs are documented correctly (including photos, hours worked, purchase orders, service reports, and entries in client systems).
• Action job requirements for invoicing using Fergus and client platforms
• Maintain accurate servicing and compliance records within our software systems.
• Liaise with suppliers and subcontractors to resolve invoicing matters.
• Escalate any unresolved issues to management to uphold service quality.
• Perform general administrative tasks such as data entry, filing, photocopying, and handling mail.
• Assist with reporting, provide administrative support to management, and contribute to continuous improvement of scheduling processes.

Skills

Scheduling

Administrative experience

Multitasking

Communication skills

Customer-focused

Quick to learn

Fergus familiarity

Microsoft Office

Tools

Fergus

Microsoft Office

Job description

A Grade Maintenance is a leading multi-trade maintenance company based in Melbourne’s Western Suburbs, delivering electrical, plumbing, carpentry and general maintenance services to major government and commercial clients across Victoria.

Our clients include Melbourne Airport, Australia Post, VSBA and Melbourne Olympic Park Precinct — and we’re proud of the reputation we’ve built for quality, safety and reliability.