About our Company
We are an established and growing trade services business operating in South East Queensland. Our team provides specialised services to residential, commercial, and construction clients and is known for reliability, professionalism, and high standards of work.
We are a close-knit team that values clear communication, efficiency, and doing the job right the first time. This role is an important part of keeping our daily operations running smoothly and supporting both our technicians and clients.
About the Role
We are seeking an organised, confident, and proactive Office & Scheduling Administrator to manage daily bookings, job scheduling, and key office administration functions.
This role is central to the smooth running of our operations. You will be the first point of contact for clients, responsible for booking jobs, coordinating technician schedules, preparing invoices, and following up outstanding payments. This position requires strong judgement, clear communication, and the ability to manage competing priorities.
Work Arrangement & Hours
This role is predominantly work from home once training is completed. Initial training will be conducted on-site in Caloundra to ensure a strong understanding of systems, processes, and daily operations.
Occasional attendance at the office will be required, currently approximately once per fortnight for meetings or training. Over time, the role may evolve into a hybrid arrangement, combining both office-based and remote work.
Core working hours are 8:00am – 2:00pm, with some flexibility for additional or reduced hours by mutual agreement.
Key Responsibilities
Bookings & Scheduling
* Answer incoming phone calls and manage job bookings directly with clients
* Gather relevant job details and accurately schedule work
* Plan and adjust daily technician schedules using common sense, job location, and travel efficiency
* Communicate schedule changes clearly with clients and technicians
Job Management & Systems
* Create job numbers and manage jobs using ServiceM8
* Prepare and issue invoices through Xero
* Ensure all job information is accurate and complete prior to invoicing
Accounts & Payment Follow-Up
* Monitor outstanding invoices and follow up clients to ensure timely payment
* Issue statements and manage professional, consistent accounts follow-ups
* Escalate unresolved payment issues to management when required
Customer Service
* Provide professional, friendly, and confident customer service by phone and email
* Handle client enquiries and resolve issues with discretion and problem-solving skills
Office & Staff Administration
* Record and manage employee leave, sick leave, and related documentation
* Maintain company records, filing systems, and general office administration
* Ensure company insurances and compliance documentation remain current
About You
You are organised, calm under pressure, and confident communicating with clients. You use initiative, think ahead, and are comfortable taking ownership of your work.
You will have:
* Previous experience in administration, scheduling, or office coordination
* Confidence handling phone-based bookings and client communication
* Strong organisational and time-management skills
* The ability to plan efficient schedules and adapt when plans change
* Experience with ServiceM8 and Xero (highly regarded)
* Comfort following up outstanding invoices in a professional manner
What We Offer
* A stable role in a growing business
* Supportive team environment
* Variety and responsibility in your day-to-day work
* Competitive remuneration based on experience
How to Apply
If you are a capable administrator who enjoys running the day-to-day flow of a business and taking ownership of bookings and scheduling, we'd love to hear from you.
Apply via SEEK with your resume and a brief cover letter outlining your experience.