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




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Experience in administration, scheduling, service coordination or customer service
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Strong organisational and time-management skills
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Excellent attention to detail and accurate data-entry skills
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Professional written and verbal communication
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Confidence dealing with customers, suppliers and field staff
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Experience with job-management or scheduling software
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Experience processing invoices, payments, statements and timesheets
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Good knowledge of Microsoft Outlook, Word and Excel
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The ability to work independently and manage changing priorities
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A positive attitude and willingness to learn
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Experience within plumbing, trades, construction or facilities maintenance will be highly regarded but is not essential.
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Friendly and supportive family-owned business
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Varied position with genuine responsibility
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Flexible part-time or full-time arrangements
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Training and support while learning our systems
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Chance to work closely with management
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Scope to take ownership of the role and grow with the business
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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 Assistant (Victoria)
🏢 Promain Plumbing
📍 Victoria