Service Coordinator and Admin Assistant

We have Moxie; Brisbane; On-site; AUD 60,000 - 80,000; Full time

Job summary

We Have Moxie is partnering with a growing Brisbane based business to recruit a Service Coordinator to be accountable for the efficient coordination of service operations and the accurate execution of accounts functions.

Reporting to the Operations Manager, you’ll coordinate service work from the first customer enquiry through to scheduling, completion and invoicing, and you’ll help with accounts administration, payroll processing, and compliance tasks while working closely with technicians,

Qualifications

• Experience in service coordination, administration, accounts or bookkeeping.
• Trade, construction or mechanical services experience welcome, but not essential.

Responsibilities

• Coordinate service work from first enquiry through scheduling, completion and invoicing.
• Manage customer enquiries and keep customers, technicians and subcontractors informed.
• Create jobs, maintain service schedules and keep customer and asset records accurate.
• Follow up outstanding information and progress completed work through to invoicing.
• Process accounts payable/receivable, reconciliations and supplier payments.

Skills

Coordination

Communication

Attention to detail

Problem solving

Prioritisation

Tools

Xero

Tradify

simPRO

Job description

Good at keeping all the moving parts moving?

A technician needs rescheduling. A customer wants an update. A completed job needs invoicing. You’re the person who brings it together, follows through and keeps everyone informed.

We Have Moxie is partnering with a growing Brisbane based business to recruit a Service Coordinator to be accountable for the efficient coordination of service operations and the accurate execution of accounts functions.

The role owns customer enquiries, job creation and scheduling, work-in-progress (WIP) management, invoicing, accounts payable/receivable, payroll processing, and general administrative and compliance duties.

With approximately 15+ staff, the business is entering a growth phase with a strong focus on systems development, data integrity, and operational excellence to support that growth.

The opportunity

Reporting to the Operations Manager, you’ll coordinate service work from the first customer enquiry through to scheduling, completion and invoicing. You’ll also contribute to accounts and business administration, working closely with technicians, customers and the wider team.

• Scheduling technicians and apprentices across planned maintenance and service work, adjusting priorities as the day changes.
• Managing customer enquiries and keeping customers, technicians and subcontractors informed.
• Creating jobs, maintaining service schedules and keeping customer and asset records accurate.
• Following up outstanding job information and progressing completed work through to invoicing.
• Processing accounts payable and receivable, reconciliations and supplier payment preparation.
• Supporting payroll processing, monthly reporting and general accounts tasks.
• Maintaining induction, training, fleet, insurance and compliance records.
• Helping improve systems and processes as the business grows.

A bit about you

You’re organised, approachable and comfortable taking charge. You communicate clearly, flag issues early and follow things through without needing someone to chase you.

Experience in service coordination, administration, accounts or bookkeeping would be valuable. Trade, construction or mechanical services experience is welcome, but it isn’t essential.

You’ll also bring:

• Strong attention to detail, particularly with financial information and records.
• Confidence using digital systems and learning new platforms.
• The ability to manage competing priorities without losing sight of customers or your team.
• A practical approach to solving problems and a willingness to pitch in.
• Experience with Xero or similar accounting software, and platforms such as Tradify or simPRO, would be an advantage.

Why consider it?

A varied role with ownership and direct involvement in day-to-day operations.

A growing business that values its people and teamwork, with many opportunities to grow with the business.

The opportunity to contribute ideas and improve processes.

A Queen Street office close to public transport.