Service Co-ordinator

Valton Equipment Pty ltd; Mortlake; On-site; AUD 70,000 - 95,000; Full time

Job summary

Valton Equipment is seeking a Service Coordinator to join our Mortlake workshop team in Victoria. You will act as the central hub of the service department, coordinating workshop and field technicians, managing workload, and maintaining clear communication with clients and management.

In this role, you will oversee day-to-day scheduling, process service job estimates, and ensure timely updates and accurate invoicing, while Upholding safety and manufacturer requirements in all documentation.

Qualifications

• Experience in service coordination, workshop administration, or scheduling.
• Experience in agricultural/heavy machinery sectors preferred.
• Excellent communication, verbally and in writing, with a customer focus.
• Ability to multitask, prioritize, and perform under pressure.
• Proficient with Word, Excel, Outlook; able to learn ERP/DM platforms.
• Strong problem-solving and logistics planning abilities.
• Collaborative team player with technicians and management.

Responsibilities

• Coordinate and manage daily schedules for workshop and field technicians.
• Prioritize emergency repairs, routine maintenance, and pre-delivery inspections.
• Monitor service jobs from intake to completion and adjust schedules.
• Serve as primary contact for customer inquiries by phone, email, and desk.
• Provide updates on repair status, timelines, and costs.
• Prepare initial service job estimates and obtain authorizations.
• Create and update work orders in the dealership management system.
• Coordinate with parts staff to ensure parts availability before jobs.
• Review completed job sheets and hours to prepare invoices.
• Ensure documentation meets company standards and safety guidelines.

Skills

Service coordination

Workshop administration

Scheduling

Customer service

Multitasking

MS Office

ERP systems

Tools

ERP software

Dealership software

Job description

Valton Equipment is seeking an organized, proactive, and customer-focused Service Coordinator to join our team in Mortlake. In this pivotal role, you will serve as the central hub of our service department operations, bridging the gap between our customers, field and workshop technicians, and management. Reporting directly to the Workshop Manager, you will oversee day-to-day workshop scheduling, streamline service workflow, maintain clear communication with clients, and handle core administrative tasks to ensure seamless equipment maintenance and repair services.

Key responsibilities

• Coordinate and manage daily schedules for workshop and field service technicians to optimize efficiency and workload distribution
• Prioritize emergency repairs, scheduled routine maintenance, and pre-delivery inspections on machinery
• Monitor service jobs from initial intake through to completion, adjusting schedules dynamically to meet customer timelines
• Act as the primary point of contact for customer service inquiries via phone, email, and front desk
• Provide clear, accurate, and timely updates to customers regarding repair status, estimated job completion times, and service costs
• Prepare initial service job estimates and obtain customer authorizations prior to commencing non-routine work
• Create, open, and update work orders accurately in the dealership management system
• Liaise with parts staff to ensure required components are allocated and available before jobs commence
• Review completed job sheets, technician hours, and work notes to prepare accurate service invoices
• Ensure all job documentation complies with company standards, safety guidelines, and manufacturer requirements

About you

• Previous experience in a service coordination, workshop administration, or scheduling role
• Experience within agricultural, heavy machinery, automotive, or industrial equipment sectors is highly regarded
• Excellent verbal and written communication skills with a strong customer-service mindset
• Demonstrated ability to multitask, prioritize high-volume workloads, and manage time effectively under pressure
• Proficient in business software (Word, Excel, Outlook) and comfortable learning enterprise resource planning (ERP) or dealership management platforms
• Strong critical thinking skills with an aptitude for handling logistical challenges on the fly
• A collaborative attitude with the ability to work effectively alongside technicians, management, and external stakeholders

About us

Valton Equipment is located in Mortlake, VIC.