Service Support & Operations Coordinator

Bouygues; City of Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

EQUANS Mechanical & Fire Services is seeking a Service Support Coordinator in Melbourne to provide critical admin and operational support for our Mechanical & Fire Services division. You'll work with technicians, customers, subcontractors and management to keep service delivery smooth and compliant.

The role emphasizes multi-priority management, ownership of tasks, and a strong customer service focus, with a requirement for solid MS Office skills and meticulous record-keeping.

Qualifications

• Proven experience in a fast-paced administration, service coordination or customer support role.
• Exceptional organisational and time management skills.
• Ability to manage competing priorities and meet deadlines.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Intermediate to advanced Microsoft Office skills.
• Strong customer service focus with a professional phone manner.
• Self-motivated, proactive and solutions-focused approach.

Responsibilities

• Professionally manage inbound calls and customer enquiries
• Act as the first point of contact for invoice-related queries and issue resolution
• Deliver outstanding customer service to internal and external stakeholders
• Assist with preparation of correspondence, reports, presentations, and business documents
• Invoice preventive maintenance contracts and service calls
• Review, vet and process repair work orders and contract invoices
• Administer project invoicing, progress claims, and retentions
• Process approved credits and support credit-related enquiries
• Assist with subcontractor invoice processing and documentation management
• Generate and distribute Aged WIP, Open Call and Backlog reports
• Monitor outstanding work and drive completion outcomes with service teams
• Upload service reports, compliance documentation and invoices to customer portals
• Support the preparation and distribution of operational and management reports
• Coordinate annual compliance reporting including Yearly Condition Reports (YCR) and AFSS documentation
• Compile and maintain service records and compliance documentation
• Manage technician licences, inductions and associated records
• Consolidate office timesheets for payroll processing
• Manage fleet administration and ORIX updates
• Order and maintain office supplies, PPE, uniforms, equipment and consumables
• Support inventory and warehouse stock management
• Maintain business records, contact lists, and general office systems

Skills

MS Office

Excel

Communication

Organisational

Education

Tertiary qualifications

Tools

Pronto Xi

Job description

EQUANS Mechanical & Fire Services is seeking a Service Support Coordinator in Melbourne to provide critical admin and operational support for our Mechanical & Fire Services division. You'll work with technicians, customers, subcontractors and management to keep service delivery smooth and compliant.

The role emphasizes multi-priority management, ownership of tasks, and a strong customer service focus, with a requirement for solid MS Office skills and meticulous record-keeping.