Promain Plumbing is seeking an experienced and dependable Administration & Service Coordinator to join our growing, family-owned commercial plumbing business.
This hands-on and varied role will see you coordinate jobs, support our field team, communicate with customers and help keep our daily operations running smoothly. Part-time or full-time arrangements are available and negotiable for the right person.
Key responsibilities
Manage shared inboxes and respond to customer enquiries and work requests
Enter jobs into our job-management system accurately
Schedule appointments, recurring maintenance and urgent call-outs
Liaise with customers, technicians, suppliers and contractors
Collect and organise technicians' reports, receipts, photos and completion notes
Prepare reports and upload documents to customer portals
Enter supplier invoices and allocate costs to the correct jobs
Match payments and remittances against invoices
Reconcile supplier invoices and monthly statements
Review weekly timesheets and follow up missing information
Maintain spreadsheets, job records and electronic filing systems
Provide general administrative support to management and the field team
Help improve office processes as the business grows
About you
You will ideally have:




Experience in administration, scheduling, service coordination or customer service
Strong organisational and time-management skills
Excellent attention to detail and accurate data-entry skills
Skilled written and verbal communication
Confidence dealing with customers, suppliers and field staff
Experience with job-management or scheduling software
Experience processing invoices, payments, statements and timesheets
Good knowledge of Microsoft Outlook, Word and Excel
The ability to work independently and manage changing priorities
A positive attitude and willingness to learn
Experience within plumbing, trades, construction or facilities maintenance will be highly regarded but is not essential.
Friendly and supportive family-owned business
Varied position with genuine responsibility
Flexible part-time or full-time arrangements
Training and support while learning our systems
Opportunity to work closely with management
Scope to take ownership of the role and grow with the business
If you are organised, dependable and take pride in keeping a busy workplace running smoothly, we would love to hear from you.
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📌 Administration & Service Coordinator (Victoria)
🏢 Promain Plumbing
📍 Victoria