Scheduling Coordinator

Job Summary:
We're opening our doors to an experienced Field Service Office Coordinator to keep the office side of our busy electrical and air conditioning services business running smoothly every day. You'll handle the inbox, jobs, appointments, scheduling, and quoting in ServiceM8, and respond to customer inquiries. The person we need is a self-starter with proven admin experience who takes ownership fast, with room to grow into more responsibility as the business expands.

Key Responsibilities:

• Keep the Outlook business inbox organized, triaging and replying to emails
• Add, update, and follow jobs and appointments in ServiceM8
• Arrange and coordinate appointments in ServiceM8, Outlook Calendar, and Google Calendar
• Prepare accurate customer quotes and send them promptly
• Answer customer inquiries that arrive through the website
• Reach out to customers to confirm bookings and keep jobs on track
• Assist with social media activity on Facebook, Instagram, and YouTube
• Take on accounting-related admin in Xero as the role grows
• Absorb additional tasks and responsibilities as you learn the business

Mandatory Skills:

• Proven experience in an administrative, office coordinator, or operations support role
• Hands-on experience with ServiceM8 or similar 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 minimal training
• Self-reliant, thorough, and steady
• 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)
• Able to manage a mix of projects without losing track
• Comfortable handling sensitive business and financial documents with discretion

Why Join Us:
This is a chance to join a small, growing business where the difference you make is immediate and easy to see. You'll work directly with the owner and have genuine opportunities to grow your role and responsibilities over time. If you like keeping things organized and want to grow with a team that values initiative, we'd be glad to hear from you.