Service Coordinator / Scheduler – Fire Safety

State One Fire; Sydney; On-site; AUD 75,000 - 85,000; Full time

Benefits offered by this job

Paid overtime

Permanent role

Training and development

Northern Beaches location

Job summary

State One Fire is seeking an experienced administrator/service coordinator in Sydney’s Northern Beaches. Start with general administration and coordination, then train into scheduling and dispatch for a busy field team.

You will handle client inquiries, maintain records in Uptick, and support invoicing and reporting. A strong 3+ years in office admin with scheduling, dispatch or service coordination is essential.

Qualifications

• At least 3 years' experience in office administration, including scheduling, dispatch or service coordination.
• Experience coordinating field technicians and job allocation in a trade or service business.
• Strong working knowledge of Microsoft 365 (Outlook, Excel, Word).

Responsibilities

• From day one – administration and service coordination.
• Answer incoming calls and respond to client, contractor and supplier enquiries.
• Create and manage clients, properties, tasks and work orders in Uptick, and keep job records accurate and complete.
• Assist with scheduling inspections, maintenance and rectification works; confirm access and times with customers.
• Liaise with technicians, subcontractors, strata managers, property managers and building representatives.
• Prepare and issue defect quotes, and follow up outstanding quotes and invoices.
• Review completed job data (photos, notes, outcomes) and prepare service reports and invoices.
• Prepare and issue AFSS to clients and relevant stakeholders.
• Help improve and document office procedures, and provide general support to the office team.
• Within four to six months – scheduling and dispatch (core of the role).
• Build daily, weekly and monthly inspection rounds to minimise travel and maximise productivity.
• Cluster jobs by suburb and zone; allocate jobs and manage re-inspections and urgent calls.
• Send customer reminders and access notes; keep all parties updated through the day.
• Keep customer, site, access and asset information up to date in Uptick.

Skills

Scheduling

Dispatch coordination

Office administration

Attention to detail

Tools

Microsoft 365

Job description

This is a varied, permanent role at the centre of day-to-day service operations. You will start in general administration and service coordination, and over your first four to six months will be trained to take on additional responsibility for job scheduling and technician coordination in job management software Uptick.

The role suits an experienced administrator or service coordinator from a trade or building services background (fire, plumbing, HVAC, electrical or commercial building services) who enjoys keeping a busy field team organised and running on time.

Key responsibilities

From day one – administration and service coordination

Answer incoming calls and respond to client, contractor and supplier enquiries professionally and promptly.

Create and manage clients, properties, tasks and work orders in Uptick, and keep job records accurate and complete.

Assist with scheduling inspections, maintenance and rectification works; confirm access and times with customers.

Liaise with technicians, subcontractors, strata managers, property managers and building representatives.

Prepare and issue defect quotes, and follow up outstanding quotes and invoices.

Review completed job data (photos, notes, outcomes) and prepare service reports and invoices.

Prepare and issue Annual Fire Safety Statements (AFSS) to clients and relevant stakeholders.

Help improve and document office procedures, and provide general support to the office team.

Within four to six months – scheduling and dispatch (becomes the core of the role)

Build daily, weekly and monthly inspection rounds that minimise travel and maximise technician productivity.

Cluster jobs by suburb and zone, taking into account access windows, job type and technician skill mix.

Allocate jobs and manage re-inspections, urgent call-outs and subcontractor attendance.

Send customer reminders and access notes, and keep technicians, clients and the office updated through the day.

Keep customer, site, access and asset information up to date in Uptick.

About you

You have a proven track record in office administration, with solid experience in scheduling, dispatch or service coordination.

You are confident coordinating technicians and subcontractors and handling customer enquiries, including when plans change at short notice.

You are calm, organised and dependable, and you can prioritise competing deadlines without dropping the detail.

You communicate clearly and professionally by phone and in writing.

You have practical knowledge of Sydney geography and travel times.

You take ownership, use your initiative and like improving how things are done.

At least 3 years' experience in office administration, including scheduling, dispatch or service coordination.

Experience coordinating field technicians and job allocation in a trade or service business.

Strong working knowledge of Microsoft 365 (Outlook, Excel, Word).

A competitive salary of $75,000 – $85,000 + super, negotiable for candidates with strong scheduling or dispatch experience.

Paid overtime when additional hours are worked.

A permanent role in an established, growing business with a strong recurring client base.

Structured one-on-one handover and training on systems, procedures and fire safety administration.

A clear path to owning scheduling and service coordination for the business.

Support for further training (fire industry or general administration) and broader commercial skills.

A friendly, close-knit team with experienced co-owners who are very hands on and invested in your development.

A local Northern Beaches workplace with various amenities nearby and no long commute for local candidates.

About us

State One Fire is a Northern Beaches headquartered fire safety business that inspects, tests, certifies and maintains fire safety systems across residential, commercial and industrial sites across Greater Sydney. We look after ~650 properties with a team of 5 field technicians, 3 office administration and 2 co-owners who are hands on across both field and management activities. We are an established, steadily growing business with a strong base of recurring work.