About Us:
We're CPM — Commercial Pump Maintenance. Based in Perth and available 24/7, we specialise in pump breakdowns, pressure systems, stormwater stations, oily water separators, and more.
Position Overview:
As our business continues to grow, we are seeking a dedicated admin to become part of our team. This is a permanent, full-time role based at our Osborne Park warehouse, operating Monday to Friday.
Key Responsibilities:
Daily Admin & Job Review
* Monitor the CPM inbox and action incoming emails.
* Flag urgent matters and follow up with management where required.
* Review completed jobs to ensure all required information is attached, including:
* Photos
* Technician notes
* Client details
* Ensure jobs are correctly placed in ServiceM8 queues such as:
* "Draft Invoice"
* "Job Complete – Ready for Invoice"
* Following up on PO request
Documentation & Invoicing Support
* Attach supplier invoices (Reece and other suppliers) to the correct jobs as they are received.
* Check incoming contractor invoices against job records and hours worked.
* Reject or query invoices that do not comply with job details or approvals.
* Assist with ensuring all jobs are fully documented and ready for invoicing.
* Reviewing all jobs for missed works, missed information (i.e labour, materials), missed quotes, overlooked tasks
* Updating Assets and ensuring technician updating information
* Internal Process Improvement Support – Looking for ways to the company to operate better
Inventory & Purchasing Support
* Verify inventory usage recorded in ServiceM8 matches job activity.
* Update inventory levels where required.
* Assist with identifying purchasing or stock discrepancies.
Job Creation & Scheduling Support
* Create new jobs and quotes in ServiceM8, including uploading all relevant documents.
* Ensure jobs are allocated to the correct technician and placed in the appropriate queue.
* Assist with maintaining accurate job descriptions so technicians clearly understand the work required.
Daily Schedule Review (Afternoon)
* Review the following day's technician schedule in ServiceM8.
* Confirm:
* Jobs are correctly assigned
* All site and client details are complete
* Head office and site contact details are accurate
* Update job notes so technicians have clear, streamlined instructions.
Customer Communication
* Confirm clients are aware of upcoming attendance.
* Respond to customer enquiries in a professional and timely manner.
* Escalate issues where required and provide feedback to the team.
Essential Criteria:
* Proven ability to organize and prioritise tasks, be flexible and resourceful, proactive and professional in manner with a high degree of initiative.
* Ability to utilize trouble shooting skills.
* Pride yourself on attention to detail and accuracy.
* Proficient in using computers.
* Excellent communication and customer service skills.
* Ability to work unsupervised and be a hands on team player.
Additional Requirements:
* Must have the legal right to live and work in Australia.