Admin Assistant

Job Summary:
Our team is ready for an experienced Field Service Office Coordinator to keep the daily office operations of our busy electrical and air conditioning services business on track. You'll look after the inbox, jobs, appointments, scheduling, and quoting in ServiceM8, and answer customer inquiries. The best person for this role is a self-starter with proven admin experience who can take charge quickly, with scope to grow their responsibilities alongside the business.

Key Responsibilities:

• Organize the business inbox in Outlook, prioritizing and answering emails
• Set up, update, and monitor jobs and appointments in ServiceM8
• Book and coordinate appointments across ServiceM8, Outlook Calendar, and Google Calendar
• Put together accurate quotes and send them to customers without delay
• Reply to customer inquiries submitted through the website
• Check in with customers to confirm bookings and keep jobs progressing
• Help with social media activity on Facebook, Instagram, and YouTube
• Support accounting-related admin in Xero as the role expands
• Pick up further tasks and responsibilities as you get to know the business

Mandatory Skills:

• Proven background in an administrative, office coordinator, or operations support role
• Hands-on experience with ServiceM8 or comparable job management software
• Strong proficiency with Outlook email and calendar, and Google Calendar
• Experience with scheduling, appointment coordination, and quote preparation
• Excellent written English and customer communication skills
• Fast learner who adapts quickly and needs little training
• Consistent, accurate, and comfortable working unsupervised
• Strong communication skills

Preferred Skills:

• Experience with trades, field service, or home service businesses
• Working knowledge of Xero accounting software
• Experience with social media posting and promotion (Facebook, Instagram, YouTube)
• Capable of running multiple projects side by side
• Comfort handling sensitive business and financial documents discreetly

Why Join Us:
This is an opportunity to join a small, growing business where your contribution is felt immediately. You'll work hand in hand with the owner and have real chances to broaden your role and responsibilities over time. If you like keeping things in order and want to grow with a team that rewards initiative, we'd be happy to hear from you.