Job Description

O'Brien Plumbing North Wollongong is seeking a motivated, organised and proactive Office Administrator / Job Coordinator to join our growing team.

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We have recently secured a new service and maintenance contract and are looking for someone to help manage the day-to-day administration and coordination of the work.

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This is not a repetitive data-entry position. You will play a key role in keeping jobs moving from the time a work order is received through to scheduling, material ordering, job completion and invoicing.

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You will work closely with our management team, customers, suppliers and plumbers in the field to ensure work is organised, completed efficiently and documented correctly.

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About Us

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O'Brien Plumbing North Wollongong is an established and growing plumbing business servicing residential, commercial, strata, government and maintenance clients throughout the Illawarra and surrounding regions.

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We pride ourselves on quality workmanship, reliable service, clear communication and completing every job properly.

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Our office team is central to delivering that level of service.

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About the Role

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A major part of this position will involve helping coordinate a new plumbing maintenance contract.

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Your responsibilities will include:

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- Receiving job requests and creating work orders

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- Reviewing job priorities, site details and customer requirements

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- Booking and scheduling plumbers and apprentices

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- Communicating job instructions clearly to field staff

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- Coordinating appointments with customers and site contacts

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- Monitoring job progress and following up outstanding work

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- Ordering plumbing materials, parts and equipment

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- Tracking material deliveries and supplier orders

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- Updating job notes, customer records and work order information

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- Ensuring plumbers provide accurate job notes, photographs and documentation

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- Preparing quotes, invoices, reports and completion documents

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- Processing customer payments

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- Managing emails and incoming phone calls

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- Maintaining compliance documents, licences and safety records

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- Using Simpro to manage scheduling, work orders, quotes, invoices and job progress

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- Supporting management with general administration and contract reporting

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- Helping ensure completed jobs are invoiced promptly and accurately

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What We're Looking For

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We are looking for someone who:

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- Is highly organised and able to manage multiple jobs at once

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- Has excellent communication and customer service skills

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- Can confidently coordinate field staff and changing schedules

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- Has solid attention to detail

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- Can follow established systems and maintain accurate records

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- Takes ownership of tasks and follows them through to completion

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- Remains calm and professional when priorities change

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- Is comfortable speaking with customers, suppliers and tradespeople

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- Can work independently while contributing to a team

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- Is confident using Microsoft Word, Excel, Outlook and general office software

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- Has a positive attitude and is willing to learn

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- Takes pride in doing things properly

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Experience That Would Be Highly Regarded

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Experience in any of the following would be beneficial:

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- Plumbing, construction,



trade services or facilities maintenance

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- Coordinating plumbers, technicians or other field-based employees

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- Managing work orders or maintenance contracts

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- Simpro or similar job management software

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- Scheduling and dispatching field staff

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- Ordering and tracking materials

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- Quoting, invoicing or payment processing

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- Working with commercial, strata, government or facilities management clients

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Previous industry experience is preferred but not essential. Training will be provided for the right person with strong organisational skills and the right attitude.

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Why Join Us?

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This is an opportunity to take responsibility for an important part of a growing plumbing business.

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You will not simply be another administrator. Your organisation, communication and follow-up will directly affect our plumbers' productivity, our customers' experience and the successful delivery of the new contract.

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We offer:

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- A full-time and stable position

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- An hourly rate of $30–$35 per hour, depending on experience

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- Training in Simpro and our internal systems

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- A supportive and practical team environment

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- Variety in your day-to-day responsibilities

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- The opportunity to develop contract coordination and operations experience

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- The opportunity to grow with an expanding business

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- A role where your performance and contribution will be recognised

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The Right Person

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- Organised

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- Reliablei

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- Proactive

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- Friendly and professional

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- Detail-focused

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- Calm under pressure

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- Someone who follows up and gets things done

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Only shortlisted applicants will be contacted.

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📌 Office Administrator / Job Coordinator (Wollongong)
🏢 O'Brien Plumbing
📍 Wollongong