Operations Administrator

About Blueforce

Established in 2002, Blueforce has grown into one of Australia’s leading integrators of security, life safety, and communications systems.

Built on strong ethical foundations and a people-first culture, our team works collaboratively across a diverse range of industries, including commercial, industrial, government, health, educational, retirement living, and private residential sectors.

We pride ourselves on delivering customised, fully integrated security and safety solutions — designed to meet the unique operational needs of each client, and adaptable to a constantly evolving world.

About the role

Reporting to the Service Department Manager, the Operations Administrator is responsible for a wide range of administration tasks within Blueforce's busy service department, including coordinating service and maintenance work, invoicing, reporting, debtor follow-up, customer service, and providing ongoing support to the Service Department Manager and Service Technicians. You will be required to work flexibly, efficiently and adapt to changing priorities within a dynamic office environment.

Key responsibilities

• Scheduling of service and maintenance jobs via business management software SimPRO and closing out once completed
• Daily invoicing of service jobs and client contracts
• Weekly audit and escalation of service jobs
• Weekly job status reporting for key customers
• Coordinating purchase orders, customer portals and online inductions
• Coordinating travel bookings, qualifications, training, and certifications for service personnel
• Ongoing monitoring and follow up of overdue accounts for key service-based customers
• Setting up and reviewing monitored client accounts, recurring maintenance jobs, customer pre-builds, and pricing structures
• Processing and application of customer credit card payments
• Assisting Service Department Manager in forecasting monthly targets and budgets

About you

• Previous experience in a similar role
• Proven experience with Microsoft Office (including Word, Excel, Outlook)
• Demonstrate excellent attention to detail
• Demonstrate a professional and confident telephone manner as well as excellent interpersonal and communication skills
• Demonstrate proficiency in keyboard, word processing and computing skills
• Ability to work both autonomously and as part of a wider team
• Ability to handle and solve customer and supplier enquiries and concerns
• Ability to work under pressure while remaining accurate in all duties
• Proactive in ensuring all operations are being undertaken in the most effective manner
• Proactive in recommending process changes and introducing changes via an implementation plan
• Maintain professional personal presentation