Service Operations Coordinator & Scheduling Lead

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

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.