Service and Sales Administration Coordinator

Spill Station Australia P/L; Sydney; On-site; AUD 60,000 - 80,000; Full time

Job summary

Spill Station Australia P/L, located in Sydney, is seeking a detail-oriented Service and Sales Administration Coordinator to support sales administration and field service operations. You’ll be the main contact for customers, manage orders and service bookings, and ensure service work is recorded for invoicing.

This role involves coordinating across customers, technicians, Sales, Warehouse and Accounts, with a focus on organised, timely follow-ups and accurate data entry.

Qualifications

• Experience in customer service, sales administration or a similar role.
• Strong organisation skills with the ability to handle changing schedules and deadlines.
• Accurate data entry and proficiency with Excel and business systems.
• Experience coordinating field service teams and invoicing processes would be advantageous.

Responsibilities

• Respond to customer calls and emails, provide updates, and resolve enquiries.
• Process orders in Jiwa, send acknowledgements, and follow up deliveries and invoicing.
• Schedule service visits, plan technician routes, and maintain up-to-date service records.
• Coordinate site access, inductions and customer portal documentation.
• Review service reports and ensure complete job details for invoicing.
• Check visits against the service schedule and follow up outstanding invoices.
• Assist with quotes, service renewals, and invoice-related queries.
• Collaborate with Warehouse and Purchasing to resolve stock issues affecting service delivery.

Skills

Customer service

Sales administration

Service coordination

Organisation

Excel

ERP

Tools

Jiwa ERP

Job description

Service and Sales Administration Coordinator

Spill Station Australia P/L – Wetherill Park NSW

Spill Station Australia is looking for an organised, customer focused coordinator to support our sales administration and field service operations. You will be a key contact for customers, keep orders and service bookings moving, and make sure completed service work is accurately recorded and ready for invoicing. This role suits someone who enjoys managing several priorities, following up details, and working closely with customers, technicians, Sales, Warehouse and Accounts.

Key responsibilities

• Respond to customer calls and emails, provide updates, and follow enquiries through to resolution
• Process customer orders in Jiwa, send acknowledgements, and follow up delivery and outstanding order queries
• Schedule and confirm service visits, plan practical technician runs, and keep customer and service records up to date
• Coordinate site access requirements, inductions and customer portal documentation
• Review completed service reports, follow up missing information, and provide complete job details for invoicing
• Check completed visits against the service schedule and follow up work that has not yet been invoiced
• Assist with quotes, service agreement renewals, invoice queries and customer account administration
• Work with Warehouse and Purchasing to resolve stock or order issues affecting service delivery

About you

• Experience in customer service, sales administration, service coordination or a similar role
• Strong organisation skills and the ability to manage changing schedules and competing deadlines
• Confidence speaking with customers and coordinating work across different teams
• Accurate data entry and good working knowledge of Excel and business systems
• Experience with Jiwa or another ERP would be an advantage
• Careful follow up, clear written communication and attention to detail
• Experience scheduling field technicians, managing recurring service visits, or closing service jobs for invoicing would be highly regarded
• Experience scheduling field technicians, managing recurring service visits, or closing service jobs for invoicing would be highly regarded. Training on our products and systems will be provided.