Service & Scheduling Administrator

Coffee Machine Warehouse; City of Melbourne; On-site; AUD 60,000 - 75,000; Full time

Job summary

Coffee Machine Warehouse in Clayton, VIC, is seeking a proactive Service Operations Coordinator to manage day-to-day service operations, scheduling repairs, and coordinating technicians. You will ensure jobs are booked correctly, technicians have needed details, and customers are updated with progress.

In this role you will also handle invoicing for completed work, follow up on payments, and use ServiceM8 to manage service jobs.

Qualifications

• Highly organised and able to manage multiple jobs at once.
• Confident speaking with customers over the phone and via email.
• Clear communication with technicians and team members.
• Strong administration and data entry skills.
• Ability to work in a fast-paced environment and solve schedule problems.

Responsibilities

• Manage the in-house repair and workshop schedule.
• Coordinate the on-road service schedule for technicians.
• Book and organise customer service appointments.
• Answer calls, emails and messages relating to servicing and repairs.
• Speak with customers to understand service requirements and arrange appointments.
• Coordinate with technicians regarding job details, locations, parts and scheduling.
• Use ServiceM8 to create, manage and update service jobs.
• Monitor jobs and adjust the schedule as needed.
• Keep customers updated on arrival times and progress.
• Create and send invoices for completed service and repairs.

Skills

Scheduling

Customer service

Administration

Problem solving

Tools

ServiceM8

Job description

You will be responsible for managing day-to-day service operations, including coordinating the in-house repair and workshop schedule and on-road technician bookings. Your role will involve making sure jobs are booked correctly, technicians have the information they need, customers are kept updated, and completed jobs are invoiced and paid.

Key responsibilities

• Manage the in-house repair and workshop schedule
• Coordinate the on-road service schedule for technicians
• Book and organise customer service appointments
• Answer incoming phone calls, emails and messages relating to servicing and repairs
• Speak with customers to understand their service requirements and arrange suitable appointments
• Coordinate with technicians regarding job details, locations, parts and scheduling
• Use ServiceM8 to create, manage and update service jobs
• Monitor jobs throughout the day and make adjustments to the schedule when required
• Keep customers updated regarding technician arrival times, job progress and repairs
• Create and send invoices for completed service and repair work

About you

• Highly organised and able to manage multiple jobs at once
• Confident speaking with customers over the phone
• Friendly, professional and comfortable dealing with customers
• Able to communicate clearly with technicians and other team members
• Strong with administration, data entry and attention to detail
• Comfortable working in a fast-paced environment
• Proactive and able to solve scheduling problems as they arise
• Confident following up customers regarding invoices and payments
• Reliable, punctual and able to work independently
• Comfortable learning and using software systems

About us

Coffee Machine Warehouse is an established coffee equipment supplier specialising in commercial and domestic coffee machines, grinders, equipment, servicing and repairs. We operate from our Clayton warehouse and showroom and support customers with both in-house repairs and on-site servicing.