Service & Repairs Administrator

Melbourne Fire Essentials P/L; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Melbourne Fire Essentials P/L in Werribee is seeking an experienced Service & Repairs Administrator to join the team. You will coordinate repair, maintenance and fire door installation jobs, liaise with customers and suppliers, and manage invoicing and documentation in our job management system.

The role demands strong organisational skills, the ability to handle multiple priorities, and proactive teamwork with the Office Manager and Door Manager to ensure jobs progress smoothly from start to

Qualifications

• Experience in service coordination or trade administration.
• Experience scheduling tradespeople or contractors.
• Understanding of job workflows and materials ordering.
• Strong organisational skills with multiple deadlines.
• Excellent communication with customers, suppliers and field staff.
• Proficient computer skills and use of job management systems.
• Ability to work independently and in a team.

Responsibilities

• Coordinate and schedule repair, maintenance and fire door installation jobs.
• Organise tradespeople, manage schedules and monitor progress with the Door Manager.
• Liaise with customers to arrange site access, bookings and updates.
• Create and manage jobs, purchase orders and documentation in the job management system.
• Coordinate materials, supplier orders and deliveries to meet deadlines.
• Monitor outstanding jobs and follow up on materials and access requirements.
• Review completed jobs, check documentation and prepare customer invoices.
• Assist with quotations and general service administration.
• Coordinate site inductions, permits and safety documentation.
• Provide support to Office Manager and wider administration team.

Skills

Service coordination

Scheduling

Trade administration

Communication

Education

Experience in service coordination or trade administration

Tools

Job management system

Job description

Melbourne Fire Essentials P/L – Werribee VIC

We are looking for an experienced and organised Service & Repairs Administrator to join our team in Werribee.

Reporting to our Office Manager and working closely with our Door Manager, you'll play an important role in coordinating the administration, scheduling and invoicing of repair and installation jobs.

This is a busy and varied role suited to someone who enjoys being organised, managing multiple priorities and ensuring jobs progress efficiently from start to finish.

Key responsibilities

• Coordinating and scheduling repair, maintenance and fire door installation jobs.
• Working closely with our Door Manager to organise tradespeople, manage schedules and monitor job progress.
• Liaising with customers to arrange site access, confirm bookings and provide updates.
• Creating and managing jobs, purchase orders and documentation in our job management system.
• Coordinating materials, supplier orders and deliveries to meet scheduled work requirements.
• Monitoring outstanding jobs and following up materials, access requirements and incomplete works.
• Reviewing completed jobs, checking documentation and preparing customer invoices.
• Assisting with quotations and general service administration.
• Coordinating site inductions, permits and relevant safety documentation.
• Providing support to our Office Manager and wider administration team.

About you

We're looking for someone who is proactive, organised and confident managing multiple priorities in a busy service environment. Ideally you'll have:

• Previous experience in service coordination, trade administration, construction or building maintenance.
• Experience scheduling tradespeople, technicians or contractors.
• An understanding of job workflows, materials ordering and service delivery.
• Strong organisational skills and the ability to manage multiple jobs and deadlines.
• Excellent communication skills and confidence liaising with customers, suppliers and field staff.
• Strong attention to detail and the ability to follow tasks through to completion.
• Good computer skills and confidence learning and using job management systems.
• The ability to work independently, use initiative and contribute positively to a team.
• A friendly and supportive team environment.
• A varied role with responsibility and the opportunity to take ownership of your work.
• Training and support to develop your knowledge of the fire protection industry.
• An established and growing business with opportunities to develop your role.