Administration & Scheduling Coordinator

About the role

This is a hands-on, office-based position in Hillside 3037 for someone who can manage a busy service schedule, communicate with customers and field staff, and take ownership of jobs from initial booking through to completion and invoicing. This is not an entry-level administration role. We are looking for someone with proven experience in a similar position, ideally within the drainage, construction, Hydro excavation or trades industry.

Key responsibilities

• Coordinate and schedule daily drainage inspections and Hydro excavation jobs
• Allocate work to technicians and subcontractors
• Manage appointments, job priorities and changing schedules
• Monitor jobs throughout the day and follow up outstanding work
• Communicate booking times, delays and job updates to customers
• Create, update and manage jobs within ServiceM8
• Maintain accurate job notes, customer information and scheduling details
• Answer incoming calls and respond to customer emails

About you

• Experience in service coordination, scheduling, office administration or a similar position
• Experience working within a drainage, construction, maintenance or trades-based business
• Practical experience using ServiceM8 or similar, including scheduling, job management and preparing completed jobs for invoicing
• Strong scheduling and organisational skills
• Experience coordinating field staff, technicians or tradespeople
• Experience with invoicing, job costing and general accounts administration
• Excellent attention to detail and accurate record-keeping skills
• Confident and professional communication skills
• The ability to manage competing priorities in a busy service environment
• Good computer skills and the ability to learn new systems quickly

Benefits

• Full-time or school-friendly working hours
• An office-based position in Hillside, 3037
• A stable position within an established construction business
• A supportive and professional team environment
• A varied role with genuine responsibility
• The opportunity to take ownership of the position and make it your own
• Involvement in improving and developing our systems and processes