Service Administration/Office support

FWSR Group; City of Melbourne; On-site; AUD 50,000 - 65,000; Full time

Benefits offered by this job

Supportive team culture

Opportunity to drive change

Job summary

FWSR Group, a Victorian-based safety provider, is seeking an Administrator to join our Laverton North service team. You will handle sales invoicing, ensure accurate cost allocation, and liaise with clients to support timely payments.

In this role, you’ll work closely with technicians and customers to streamline the transition from job creation to completion, maintaining records and delivering quality service in a collaborative environment.

Qualifications

• Experience in service invoicing and administration
• Strong customer service and communication skills
• Ability to work under pressure and with minimal supervision
• Experience with Uptick/Xero software is desirable
• Experience in administration invoicing scheduling support is advantageous
• Excellent record keeping and attention to detail
• Strong communication skills (verbal and written)
• Proficient in MS Office (Outlook, Word, Excel)
• Ability to coordinate with multiple stakeholders

Responsibilities

• Generate sales invoices for works undertaken
• Ensure correct cost allocation on jobs
• Coordinate with branch to close out sales invoices
• Liaise with service technicians and clients
• Deliver job documentation to support invoicing
• Finalise month-end processing and labour data entry
• Assist clients with queries and provide reception support
• Coordinate and schedule technicians daily tasks
• Analyze geographical job groupings to optimise field work
• Support safe and efficient job execution and customer satisfaction

Skills

Service invoicing experience

Customer service

Communication skills

Work under pressure

Stakeholder management

Attention to detail

Verbal and written communication

Data analysis for efficiency

Microsoft Office

Analysing and grouping data

Tools

Uptick/Xero

Outlook

Word

Excel

Job description

FWSR Group is a Victorian-based essential safety measures provider delivering fire protection, gas detection and height safety services across the state. We’re a stable, growing business with a strong reputation and a genuinely supportive team culture.

Administrator/Office Support

Full-time | Laverton North

FWSR Group is a Victorian-based essential safety measures provider delivering fire protection, gas detection and height safety services across the state. We’re a stable, growing business with a strong reputation and a genuinely supportive team culture.

About the business

This is an excellent opportunity for a highly motivated person with an eye for detail along with administration invoicing scheduling support experience to join our growing business. We are a Victorian based essential safety measures provider with offices in five locations as well as being a Registered Training Organization (RTO).

About the role

An exciting opportunity has become available for an Administrator to join our Service team based at our Laverton office. Your day-to-day responsibilities as part of the Administration team will include being responsible for generating sales invoicing for works undertaken, ensuring invoices, and supporting documentation are accurate, collated, and delivered to the correct customer representative in the required format to ensure prompt payment. As an integral member of the team, you will become the central point of reference,working with our technicians and customers to ensure a seamless transition from the creation of a job to it's completion. Customer satisfaction will be at the forefront of everything you do.

Benefits and perks

Working in a supportive and collaborative work environment. You will be part of a critical team putting the needs of our customers first. Opportunity to drive change and efficiency in how we deploy our field teams and make a crucial difference in how we plan and schedule works.

Job Duties

• Sales Invoicing
• Ensure costs are allocated correctly on the job
• Branch office liaison to close out sales invoice
• Liaise with service technicians
• Collate/deliver job documentation to support invoice
• Undertake invoice consolidation process
• Finalise end of month processing, including entering labour information and raising invoices
• Liaising with and assisting clients with their queries
• General reception duties including answering of incoming phone calls and administrative tasks
• Providing assistance to key internal staff and management when required
• Backfilling other administration roles during approved leave periodsCoordinating and scheduling of the technician’s daily tasks
• Ability to analyse geographical job groupings to maximize field team execution and minimize repetitive travel.
• Ensure work is being carried out in a safe and efficient manner
• Ensure job completion and customer satisfaction within timeframes
• Prioritisation of tasks from routine scheduled to urgent call outs
• Effective professional communication and record keeping skills
• Preparation of Invoices for client billing
• Excellent time management skills

You will have a “can do” positive attitude and a willingness to continuously learn and challenge yourself. You will be assertive but respectful in your interaction with both field technicians and customers in order to get tasks completed. You will be accountable and adaptable, possessing the ability to adjust when plans change and jobs rescheduled. Working with confidence under pressure and drawing support from the team where needed.

Skills and experience

• Service Invoicing experience
• Strong customer service and communication skills
• Work under pressure and without supervision.
• Possess experience in Uptick/Xero software system desirable – not essential on the job training provided
• Experience in a similar Administration Invoicing Scheduling Support role would be advantageous
• Ability to communicate with the various stakeholders at all levels
• Excellent record keeping skills and attention to detail
• Strong communication skills – both verbal and written
• Strong computer skills (Outlook, Word, Excel)
• Experience analysing and grouping data to remove overlap and find efficiencies.

Permanent Australian residents only. NO RECRUITERS