Service & Operations Coordinator – Scheduling & Customer Service

Aqua Pool and Spa Service; Coffs Harbour City Council; On-site; AUD 70,000 - 80,000; Full time

Benefits offered by this job

Stable full-time position

Supportive team environment

Training across pool & spa products

Job summary

Aqua Pool and Spa Service – Coffs Harbour NSW – is hiring a Service & Operations Coordinator to own service scheduling, customer administration and daily workflow. You will coordinate service technicians, keep jobs progressing and ensure reliable service from inquiry through to invoicing.

Ideal candidates are highly organised with strong communication, scheduling and administrative skills. Training will be provided in our products, services and systems; the role offers a stable, full-time

Qualifications

• Experience in service coordination, administration or scheduling.
• Strong organisational and time-management skills.
• Excellent customer communication and attention to detail.
• Ability to work independently and coordinate technicians.

Responsibilities

• Manage customer enquiries by phone, email and in-store.
• Schedule servicing, repairs, maintenance and installations.
• Plan daily runs for service technicians.
• Communicate job details and priorities to the team.
• Monitor jobs from booking to invoicing and follow up approvals.
• Prepare quotes and order parts; coordinate with suppliers.
• Process invoices and service documentation; manage warranties.
• Maintain accurate customer records and job notes.

Skills

Service coordination

Administration

Scheduling

Office management

Time-management

Customer communication

Attention to detail

Independent work

Team coordination

Job description

Service & Operations Coordinator – Scheduling & Customer Service

Aqua Pool and Spa Service – Coffs Harbour NSW

Coffs Harbour, NSW | Full-time
$70,000–$80,000 per year plus superannuation

We are a well-established local business providing pool and spa sales, servicing, maintenance and customer support throughout the Coffs Harbour region.

We are looking for a highly organised, proactive and dependable Service & Operations Coordinator to take ownership of our service scheduling, customer administration and daily workflow.

This is a key position within our business. You will coordinate our service technicians, keep jobs progressing and help ensure our customers receive reliable and professional service—from their first enquiry through to completion and invoicing.

The role

Your responsibilities will include:

• Managing customer enquiries by phone, email and in-store
• Scheduling pool and spa servicing, repairs, maintenance visits and installations
• Planning efficient daily runs for our service technicians
• Communicating job details, priorities and customer requirements to the service team
• Monitoring jobs from booking through to completion and invoicing
• Preparing quotes and following up customer approvals
• Ordering parts and coordinating with suppliers
• Processing invoices, payments and service documentation
• Coordinating warranty claims and follow-up work
• Maintaining accurate customer records and detailed job notes
• Assisting with spa sales administration, deliveries and installations
• Following up outstanding work and helping resolve customer concerns
• Providing the owner with regular updates on workload, completed jobs and outstanding matters
• Supporting the smooth day-to-day operation of the showroom and wider business

About you

You are highly organised, dependable and comfortable taking ownership of your work. You enjoy solving problems, coordinating a busy team and ensuring jobs are followed through to completion.

You can work independently, make sound day-to-day decisions and remain calm when priorities change.

The successful applicant will ideally have:

• Experience in service coordination, administration, scheduling or office management
• Strong organisational and time-management skills
• Confident, friendly and professional customer communication
• The ability to prioritise changing demands in a busy service environment
• Good computer skills and the ability to learn job-management systems
• Excellent attention to detail and reliable follow-through
• The confidence to coordinate technicians and follow up agreed actions
• A practical, calm and solutions-focused approach
• The ability to work independently while contributing positively to the wider team

Previous experience in the pool and spa, plumbing, electrical, automotive or another trade-service industry would be highly regarded, but it is not essential. Training in our products, services and systems will be provided to the right person.

What we offer

• A stable, full-time position with an established local business
• A varied role with genuine responsibility and ownership
• A friendly and supportive team environment
• Training across our pool and spa products and systems
• The opportunity to become a valued, long-term member of the business
• Salary of $70,000–$80,000 plus superannuation, depending on experience

Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad.