Service & Administration Coordinator

Rear Vision Systems Qld; City of Brisbane; On-site; AUD 65,000 - 75,000; Full time

Benefits offered by this job

5 weeks annual leave

Regular team events

Superannuation included

Job summary

Rear Vision Systems QLD is seeking an experienced Administration and Service Coordinator to join our team. You will schedule field technician jobs, support technicians, manage the administration that keeps work moving, and assist the General Manager. This is an experienced-hire role with a strong emphasis on accuracy.

You will handle quotes, orders, and invoicing in Xero, respond promptly to inquiries, and help maintain a friendly, close-knit team with regular events as the business grows.

Qualifications

• Proven experience coordinating job schedules or field bookings.
• Genuine attention to detail; bookings and records must be accurate.
• Comfort with phone communication and professional writing.
• Experience with invoicing/quoting software such as Xero.

Responsibilities

• Coordinate and schedule field technician jobs, align with customer needs, and keep everyone informed as plans change.
• Prepare and send customer quotes, process orders, and invoice completed jobs using Xero.
• Respond to customer calls, emails, and web enquiries promptly and professionally.
• Pick up the phone to clarify details or resolve issues when a quick call is better than email.
• Support the General Manager with inbox management, meeting coordination, and day-to-day administration.
• Manage stock orders and coordinate servicing and maintenance for company vehicles.

Skills

Scheduling coordination

Attention to detail

Phone communication

Written communication

Xero experience

Tools

Xero

Job description

We're looking for an experienced Administration and Service Coordinator to join our team — someone who has genuinely done job scheduling or service coordination before, not someone starting out. You'll coordinate customer jobs, support our field technicians, take care of the administration that keeps work moving, and support our General Manager. Accuracy matters a great deal in this role: a scheduling mix-up, a wrong detail on a quote, or an inaccurate record causes real problems for our customers and technicians, so we're looking for someone who genuinely takes pride in getting the details right, every time. We're a small business, so this role has plenty of variety.

About Us

Rear Vision Systems QLD and Forklift Scales are family-owned businesses that supply, install, and service vehicle safety technology and weighing solutions, working with customers across waste and recycling, transport, and materials handling. We're a close-knit team — our office staff and technicians share knowledge and support each other — and in this role, your organisation and communication will make a real difference to our customers and the team.

About the Role

Coordinate and schedule field technician jobs, align them with customer needs, and keep everyone informed as plans change

Prepare and send customer quotes, process orders, and invoice completed jobs using Xero

Respond to customer calls, emails, and web enquiries promptly and professionally

Pick up the phone to clarify details or resolve an issue when a conversation will work better than a long email chain

Support the General Manager with inbox management, meeting coordination, and day-to-day administration

Manage stock orders and coordinate servicing and maintenance for company vehicles

About You

Proven experience coordinating job schedules, service calls, or technician/field bookings — this is an experienced-hire role, not entry-level

Genuine, consistent attention to detail — our bookings, quotes, orders, and records depend on getting it right every time, not just most of the time

Comfortable picking up the phone to sort things out — not someone who defaults to email when a quick call would resolve it faster — as well as confident and professional in writing

Able to prioritise, take initiative, and see tasks through to completion

Experience with Xero or similar quoting and invoicing software

No formal qualifications or degree required — we're weighing real coordination experience over paper credentials, not looking for someone new to the workforce.

Competitive salary + super, based on experience

5 weeks annual leave (one week more than the standard)

Regular team events

Genuine opportunities to grow your skills as the business grows

A friendly, close-knit team across the office and field