Administration Assistant - Scheduling, Invoicing & Customer Management
Melbourne Plumbing Co is seeking a confident, well-spoken, personable Administration Assistant to join our friendly team. The successful candidate will work from 8am to 4pm, Monday to Friday, at our office in Essendon.
Scheduling & Operations Coordination
* Coordinate daily plumbing and contractor schedules using our software, ServiceM8, across the Melbourne region.
* Communicate clearly with field technicians to minimize downtime and optimize job flow.
* Generate and track purchase orders and subcontractor bookings.
Customer Experience & Communication
* Serve as the frontline contact for client calls, emails, and service requests.
* Provide clear timelines, updates, and solutions for clients.
* Resolve customer queries with empathy and efficiency.
Administrative & Workflow Management
* Manage and update job details.
* Monitor job status, completion notes, and compliance documentation with technicians.
* Process timesheets, labour summaries, and material usage reports.
Invoicing & Compliance Support
* Prepare and submit invoices and quotes using Xero.
* Ensure accuracy of billable time, materials, and margin capture.
* Follow up on payments from customers.
Back-End Operational Support
* Liaise with suppliers regarding pricing, stock availability, and order ETA.
* Maintain digital filing systems and ensure accurate recordkeeping.
* Assist with onboarding documents for new subcontractors or team members.
* Utilize Excel spreadsheets for accounts management.
Additional Information
This job posting is active. To help us evaluate your application, please answer the following questions:
* Which statement best describes your right to work in Australia?
* How many years of experience do you have as an Operations Assistant?
* Do you have experience in administration?
* Do you have previous invoicing experience?
* Which accounting packages are you experienced with?
* Do you have experience performing automotive vehicle services?
* Do you have experience using Xero?
* Which Microsoft Office products are you experienced with?
Please include any additional relevant details that prompted you to report this job ad as fraudulent, misleading, or discriminatory.
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