AE Smith:

We are returning to our roots. Since 2023 AE Smith is a privately owned business once more, and its an understatment to say we have gone through a bit of a transition period. We are still the same organisation that has operated for over 120 years as an Australian industry leader in HVAC, building services and electrical markets, but we have a renewed approach to the way we work and operate.

As asset specialists, we understand our #1 asset is our people. We’re proud of our team’s depth and breadth of experience and with over 600 of us united in our work and our brands, it’s unsurprising our average employee tenure is market leading, but we are always keen on adding new faces to our team.

About the role

We are looking for a positive and motivated Junior Administrator to join our Operations Support team. This is an entry-level opportunity for someone who is organised, enjoys helping others, and wants to build a career in administration and workforce scheduling.

The role will provide general office and operational administration support while developing the systems knowledge, customer service skills, and planning capability needed to progress into a Workforce Scheduler position. You will work closely with our Scheduling Team Leader, Workforce Schedulers, Technicians, Service Managers, and other support teams to help keep day-to-day operations running smoothly.

You do not need extensive experience. We are looking for someone with the right attitude, a willingness to learn, and a strong focus on accuracy and customer service.

Key Responsibilities

- Monitor shared inboxes and assist with allocating or actioning incoming requests
- Support schedulers with job preparation, work order updates, customer confirmations, and routine planning activities
- Create and update service requests, customer details, job notes, and workflow information in relevant systems




- Respond professionally to phone and email enquiries and direct matters to the appropriate person
- Follow up outstanding information, documentation, timesheets, and completion evidence
- Maintain accurate records, spreadsheets, filing, and document control
- Provide general reception, office, and administrative support to branch and operational teams
- Assist with onboarding, company assets, uniforms, fleet, phones, tablets, tools, and equipment administration
- Support supplier and subcontractor bookings, purchase order requests, and documentation follow-up
- Complete required training and progressively take on simple scheduling responsibilities as your capability develops

About You

You do not need to be the finished product. We are looking for someone who is reliable, willing to learn, comfortable asking questions, and interested in developing their career within a busy service-based environment.

You are likely to have:

- Previous administration, customer service, reception, or other general work experience
- Basic Microsoft Office skills, including Outlook, Word, and Excel
- Good organisation skills and the ability to manage routine tasks and deadlines
- Strong attention to detail and a commitment to accurate data entry
- Clear written and verbal communication with a professional phone manner
- Confidence learning recent systems, processes, and ways of working
- A positive attitude and willingness to support the wider team
- The ability to remain calm and adaptable when priorities change
- An interest in workforce planning,



service coordination, or developing into a scheduling role
- Experience within a trades, maintenance, facilities, or service-based environment would be advantageous but is not essential. Exposure to ERP or field service systems such as SAP or FSM would also be highly regarded.

What would make you stand out

- A genuine interest in progressing into a Workforce Scheduler position
- Strong customer service skills and confidence speaking with different stakeholders
- Experience working in a fast-paced office or operational environment
- A proactive approach to following up tasks and resolving simple issues
- A willingness to receive feedback, complete training, and take on additional responsibility as your skills develop

Why Work For Us:

- Flexible working that works for you as we know flexibility means different things to different people. AE Smith can accommodate your needs.
- Career Growth: We have plenty of examples of people working their way up through the business - we prefer to promote from within, and are committed to facilitate career journeys for our staff.
- Training: We believe in continuous development. Access internal and external training programs to keep growing professionally whether this is on product and systems, leadership training, or mentoring programs.
- Expert Team: Collaborate with a renowned in-house accounting, operations, engineering and project teams, learning from the best in the industry.
- Collaboration across business units
- Zero Harm is embedded in team culture and is fundamental to the company's future success. We believe that the physical and mental well-being of our employees is instrumental in our journey towards excellence. We therefore try to reinforce this philosophy through various employee support programs and offerings to assist you and your family's healthy lifestyle.

📌 Junior Administrator (Hawthorn)
🏢 AE Smith
📍 Hawthorn