Service Scheduler & Administration Coordinator

FWSR Group; Melbourne; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Supportive and collaborative team

Professional growth and development

Meaningful work

Modern systems and technology

Career pathways

Wellbeing focus

Job summary

Fire Watch Safety Results Group (FWSR) in Victoria is seeking an energetic Service Scheduler & Administration Coordinator to keep our field operations moving efficiently. You will schedule technicians across regions, manage service bookings, and maintain accurate records, while delivering exceptional customer experiences.

You'll work with technicians, managers, customers and subcontractors to ensure safety and timely service delivery, optimise workflows, and support invoicing and reporting using

Qualifications

• Experience in scheduling, service coordination, administration, customer service, or operational support.
• Strong Microsoft Office skills.
• Excellent organisational and time management skills.
• Strong written and verbal communication.
• Ability to work independently and within a team environment.

Responsibilities

• Planning and coordinating technician schedules.
• Managing service, maintenance, inspection and reactive work bookings.
• Optimising technician utilisation and travel efficiency.
• Coordinating subcontractors and external service providers.
• Monitoring upcoming compliance and maintenance schedules.
• Managing scheduling conflicts and finding practical solutions.
• Ensuring customer commitments and deadlines are achieved.

Skills

Scheduling

Service coordination

Administration

Customer service

Time management

Microsoft Office

Written communication

Verbal communication

Independent work

Team collaboration

Education

Business Administration qualifications

Tools

Uptick

Service management software

Job description

Service Scheduler & Administration Coordinator

Love organisation?

Thrive in a fast-paced environment?

Enjoy connecting people, solving problems, and making things happen?

At Fire Watch Safety Results Group (FWSR), we're not just scheduling jobs. We help protect businesses, facilities, and communities through industry-leading fire protection and safety services across Victoria and regional Australia.

We're looking for an energetic, organised and customer-focused Service Scheduler & Administration Coordinator to become the hub of our operations team.

You'll be the person who keeps our technicians moving, our customers informed, our systems accurate, and our service delivery running like clockwork.

If you love variety, enjoy working with people, and get satisfaction from bringing order to chaos, we'd love to hear from you.

What's the role?

No two days are the same.

One minute you'll be scheduling technicians across multiple regions, the next you'll be coordinating urgent customer requests, supporting compliance reporting, preparing service documentation, or helping optimise operational workflows.

You'll work closely with our technicians, managers, customers, subcontractors, and support teams to ensure services are delivered safely, efficiently, and on time.

What you'll be doing

Service Scheduling & Coordination

• Planning and coordinating technician schedules

• Managing service, maintenance, inspection and reactive work bookings

• Optimising technician utilisation and travel efficiency

• Coordinating subcontractors and external service providers

• Monitoring upcoming compliance and maintenance schedules

• Managing scheduling conflicts and finding practical solutions

• Ensuring customer commitments and deadlines are achieved

Customer Experience

• Being a key point of contact for customers

• Responding to enquiries and service requests

• Confirming appointments and communicating schedule changes

• Building strong customer relationships

• Supporting an exceptional customer experience

• Resolving issues and escalating concerns when required

Administration & Systems

• Creating and managing work orders

• Maintaining accurate customer and asset records

• Supporting invoicing, reporting and documentation processes

• Preparing operational reports and service information

• Maintaining data accuracy within business systems

• Supporting continuous improvement initiatives

Why join FWSR?

We're serious about safety and service, but we also know work should be rewarding, supportive, and enjoyable.

What we offer

• A supportive and collaborative team environment

• Opportunities for professional growth and development

• Meaningful work that helps protect people and property

• A business that genuinely values its employees

• Modern systems and technology

• Career pathways within a growing organisation

• Employee wellbeing and psychosocial health focus

• Recognition for initiative and performance

• A culture built on respect, accountability and teamwork

What we're looking for

You'll be successful if you're:

• Highly organised and proactive

• Comfortable juggling multiple priorities

• A natural problem solver

• Customer-focused and professional

• Calm under pressure

• A strong communicator

• Detail-oriented and accurate

• Positive, adaptable and team-focused

Essential Experience

• Experience in scheduling, service coordination, administration, customer service, or operational support.

• Strong Microsoft Office skills.

• Excellent organisational and time management skills.

• Strong written and verbal communication.

• Ability to work independently and within a team environment.

Highly Regarded

• Experience using Uptick or similar service management software.

• Experience within fire protection, facilities management, trades, maintenance, construction or field service industries.

• Experience coordinating mobile workforces or technicians.

• Business Administration qualifications.

Our Commitment to Wellbeing

At FWSR, we recognise that healthy workplaces go beyond physical safety.

We are committed to creating a workplace that supports psychological safety, respect, inclusion and wellbeing. We actively encourage open communication, manageable workloads, positive working relationships and a culture where employees feel safe to speak up, contribute ideas, and seek support when needed.

We want our people to succeed, both professionally and personally.