Service & Sales Coordinator

Questas; New South Wales; On-site; AUD 65,000 - 90,000; Full time

Job summary

Malcolm Thompson Pumps is seeking a Service & Sales Coordinator to support day-to-day service operations and provide essential administrative support to the Seven Hills branch.

The role links customers, technicians and suppliers, helping ensure work progresses efficiently, enquiries are managed professionally and documents are accurately maintained.

Qualifications

• Strong administration and coordination skills with ability to manage multiple priorities.
• Experience with ERP systems and handling job records.
• Proficiency in MS Office (Excel, Outlook, Word) with good data accuracy.
• Excellent attention to detail and communication with customers and suppliers.
• Ability to work in a busy operational environment and take ownership.

Responsibilities

• Coordinate service job administration from start to invoicing in ERP.
• Prepare and process job cards, purchase orders and workshop documents.
• Monitor progress, follow up parts, keep work on schedule.
• Respond to enquiries and provide updates between workshop and business.
• Assist with purchasing, freight, deliveries and dispatch notes.
• Maintain job costing records and support timesheets.
• Provide day-to-day branch administration and safety documentation.

Skills

Administration

Coordination

Customer service

Communication

Multitasking

Tools

ERP systems

MS Office

Job description

Are you an organised, customer-focused professional who enjoys variety and keeping things running smoothly?

Malcolm Thompson Pumps is looking for a Service & Sales Coordinator to join our Seven Hills team, supporting the day-to-day coordination of our service operations and providing essential administrative support to the branch.

This is a hands-on coordination role where no two days need look quite the same. You'll be the link between customers, technicians, suppliers and the wider team, helping ensure work progresses efficiently, enquiries are managed professionally and the administrative details are taken care of.

About the Role

As our Service & Sales Coordinator, you'll play an important part in supporting the delivery of our pump servicing, repair and maintenance activities.

You'll manage the administration behind workshop jobs, coordinate purchasing and deliveries, maintain accurate records and help keep customers and internal teams informed.

Your responsibilities will include:

• Coordinate service job administration from initial job creation through to invoicing and completion, maintaining accurate records in our ERP system.

• Prepare and process job cards, purchase orders, invoices and associated workshop documentation.

• Monitor jobs in progress, follow up outstanding parts and materials, and assist with keeping work on schedule.

• Respond to customer and supplier enquiries, provide job updates and coordinate information between the workshop and wider business.

• Assist with purchasing, freight arrangements, deliveries and dispatch documentation.

• Maintain accurate job costing information, process technician timesheets and support general financial administration.

• Provide day-to-day branch administration, including maintaining records and supporting workplace health and safety documentation.

About You

We're looking for someone who enjoys working in a busy operational environment, communicates confidently and takes ownership of their responsibilities.

You'll bring:

• Strong administration and coordination skills, with the ability to manage multiple priorities and deadlines.

• Working knowledge of ERP systems and confidence managing job records, transactions and documentation.

• Proficiency in Microsoft Office, including Excel, Outlook and Word.

• Excellent attention to detail and a commitment to maintaining accurate information.

• Strong communication and customer service skills, with the ability to work effectively with technicians, customers and suppliers.

Highly regarded, but not essential:

• Previous experience in service coordination, workshop administration, sales support or a similar operational role.

• Familiarity with job cards, purchasing, invoicing, job costing or work-in-progress tracking.

• Experience in mechanical servicing, pumps, hydraulics, automotive, heavy equipment or another industrial environment.

You don't need to be a pump expert. We're particularly interested in people who understand the importance of good organisation, clear communication and following through to get things done.

Why Join Us?

This is an opportunity to take ownership of a varied role where your contribution directly supports the day-to-day performance of our service operations.

You'll work across different aspects of the business, building relationships with customers, technicians and suppliers while gaining exposure to the operational and commercial processes behind an established industrial service business.

About Malcolm Thompson Pumps

Malcolm Thompson Pumps has supported Australian industry since 1967, providing specialised pumping equipment, engineered solutions and service support.

Our capabilities span pump supply, installation, maintenance, repair and engineered pump packages, supporting customers across mining, manufacturing, agriculture, utilities and other industrial sectors.

We're part of Questas Group, a national group of specialist industrial businesses providing engineering, equipment and service solutions across Australia.