Service Support Administration Co-ordinator

Equans; City of Melbourne; On-site; AUD 60,000 - 85,000; Full time

Job summary

Equans Mechanical & Fire Services in Melbourne is seeking a Service Support Administration Coordinator to provide essential administrative and operational support to our service delivery teams. You will work closely with technicians, customers, subcontractors and management to keep invoicing, reporting, compliance activities and day-to-day processes running smoothly.

The successful candidate will balance multiple priorities, take ownership of work, and deliver exceptional customer service, with

Qualifications

• Minimum tertiary qualifications relevant to administration.
• Strong MS Office skills, especially Excel.
• Experience in invoicing, reporting and compliance.
• Excellent written and verbal communication.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Handle inbound customer enquiries with a professional phone manner.
• Invoice processing, contract invoices, and payments.
• Prepare correspondence, reports and business documents.
• Generate and distribute operational reports and maintain records.
• Coordinate compliance reporting and licensing activities.

Skills

MS Office (Excel)

Organisational skills

Time management

Communication skills

Customer service

Education

Relevant tertiary qualifications

Tools

Pronto Xi

Job description

Job: Support Functions Admin Support Location: Melbourne Australia Offer ID: 91420Service Support Administration CoordinatorEQUANS Mechanical & Fire ServicesBe the engine behind exceptional service delivery.At EQUANS Mechanical & Fire Services, we keep critical buildings, facilities, and assets operating safely and efficiently. We're looking for an organised, customer-focused, and proactive Service Support Coordinator to become the backbone of our service operations team.If you thrive in a fast-paced environment, love solving problems, enjoy building relationships, and take pride in keeping processes running smoothly, this is an opportunity to make a real impact within a global leader in technical services.Why Join EQUANS?At EQUANS, our people are at the heart of everything we do. You'll join a supportive and collaborative team where your contribution is highly valued, your development is encouraged, and your work directly contributes to delivering outstanding outcomes for our customers.About the RoleAs the Service Support Coordinator , you'll provide critical administrative and operational support to our Mechanical & Fire Services business, ensuring seamless day-to-day service delivery.You'll work closely with technicians, customers, subcontractors, suppliers, and management to oversee invoicing, reporting, compliance activities, customer communications, and administrative processes that keep our business running efficiently.This role is ideal for someone who enjoys balancing multiple priorities, takes ownership of their work, and is passionate about delivering exceptional customer service.Key ResponsibilitiesService & Customer SupportProfessionally manage inbound calls and customer enquiriesAct as the first point of contact for invoice-related queries and issue resolutionDeliver outstanding customer service to internal and external stakeholdersAssist with preparation of correspondence, reports, presentations, and business documentsInvoicing & Financial AdministrationInvoice preventive maintenance contracts and service callsReview, vet and process repair work orders and contract invoicesAdminister project invoicing, progress claims, and retentionsProcess approved credits and support credit-related enquiriesAssist with subcontractor invoice processing and documentation managementReporting & Operational SupportGenerate and distribute Aged WIP, Open Call and Backlog reportsMonitor outstanding work and drive completion outcomes with service teamsUpload service reports, compliance documentation and invoices to customer portalsSupport the preparation and distribution of operational and management reportsCompliance & LicensingCoordinate annual compliance reporting including Yearly Condition Reports (YCR) and AFSS documentationCompile and maintain service records and compliance documentationManage technician licences, inductions and associated recordsBusiness & Office AdministrationConsolidate office timesheets for payroll processingManage fleet administration and ORIX updatesOrder and maintain office supplies, PPE, uniforms, equipment and consumablesSupport inventory and warehouse stock managementMaintain business records, contact lists, and general office systemsMUST BE INTERMEDIATE USING MS OFFICE – Especially ExcelWhat We're Looking ForWe're seeking someone who combines strong administration capability with a customer-first mindset and a passion for operational excellence.Essential Skills & ExperienceProven experience in a fast-paced administration, service coordination or customer support roleExceptional organisational and time management skillsAbility to manage competing priorities and meet deadlinesStrong attention to detail and accuracyExcellent written and verbal communication skillsIntermediate to advanced Microsoft Office skillsStrong customer service focus with a professional phone mannerSelf-motivated, proactive and solutions-focused approachHighly RegardedExperience using Pronto XiPrevious experience in a service delivery, maintenance, facilities management or trade services environmentCall centre or customer service experienceRelevant tertiary qualificationsThe Person We WantYou'll be the kind of person who: Loves creating order from complexity Takes ownership and follows tasks through to completion Builds strong relationships with customers and colleagues Remains calm and professional under pressure Is highly organised and detail oriented Enjoys being an integral part of a high-performing teamReady to Join Us?If you're looking for a dynamic role where you'll be trusted, challenged, and supported while working with an industry-leading Mechanical & Fire Services team, we'd love to hear from you.Apply now and become an essential part of the team keeping our customers' critical services running smoothly every day.EQUANS Mechanical & Fire ServicesTogether, we power performance, reliability and safety.