Job Description
Maintenance Administration & Scheduling Officer
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WELSS Home Maintenance | Launceston
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Are you the person who gets suspicious when a job has been sitting still for too long?
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Do you see an unanswered email and think "Has anyone actually followed that up?"
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Does a missing attachment bother you more than it probably should?
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Good. We might have the job for you.
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WELSS Home Maintenance is looking for a highly organised, confident and proactive Maintenance Administration & Scheduling Officer to join our Maintenance team.
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This isn't a role where you'll spend your day waiting for someone to hand you the next task.
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You'll work closely with our Operations Supervisor and become the administrative backbone of the Maintenance Department — keeping information moving, systems accurate, trades followed up, clients informed and making sure jobs don't quietly disappear into the abyss.
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Our Operations Supervisor needs to be able to look across the department and know what's happening.
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Your job is to make sure the information behind that view is accurate, current and complete.
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What will your day actually look like?
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Some days will be beautifully organised.
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Others... well, it's maintenance.
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A client might call with an urgent repair while you're waiting on photos from a plumber, an invoice from another trade and an update needs to go onto a provider portal.
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You'll need to work out what needs attention now, what needs following up, and what the Operations Supervisor needs to know.
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You'll be:
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Answering calls from clients, tenants, trades and stakeholders.
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Creating and maintaining jobs in ServiceM8.
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Processing incoming work orders and making sure the information is complete.
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Supporting the administration of urgent and responsive maintenance works.
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Contacting clients and tenants regarding appointments and access.
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Keeping job notes accurate and recording communication as it happens.
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Updating stakeholder and provider portals throughout the life of a job.
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Chasing trades and subcontractors for invoices, photos, completion notes and documentation.
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Building good working relationships with the trades we rely on.
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Keeping an eye on open jobs and noticing when something isn't moving.
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Following up outstanding administration so completed work can actually become completed and invoiced work.
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Escalating delays, risks and operational matters to the Operations Supervisor.
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Supporting our broader administration and scheduling team when needed.
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Who are we looking for?
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We're looking for someone who is seriously positive at administration.
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You don't need to know how to fix a leaking tap.
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You do need to notice that we're still waiting for the plumber's invoice, the completion photos haven't arrived and the client contact hasn't been recorded.
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You'll probably love this role if you:
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Naturally notice details other people miss.
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Like things being finished, not just started.
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Can manage phones, emails and systems without losing your follow-ups.
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Are confident learning new software and systems.
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Communicate well with everyone from tenants to tradespeople.
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Write clear, professional notes and emails.
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Ask questions when something doesn't make sense.
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Don't need to be reminded three times about something you already know is outstanding.
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Can recognise what you can action yourself and what needs to be escalated.
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Stay organised when priorities suddenly change.
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Take ownership of your work through to completion.
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Experience with ServiceM8, maintenance scheduling, property maintenance, facilities management, housing,



construction or trade administration would be fantastic.
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But if you're an exceptional administrator who learns quickly, we still want to hear from you.
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This role probably isn't for you if...
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You prefer to wait for someone to tell you every next step.
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Because the person we're looking for will naturally look at a job and think:
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What's outstanding?
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Who are we waiting on?
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What can I action?
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What needs to be documented?
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What does my Operations Supervisor need to know?
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We'll give you systems, processes and support.
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We need you to bring the ownership.
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Why WELSS?
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At WELSS, the work happening behind the scenes matters just as much as the work happening in the field.
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Our Maintenance team delivers planned and responsive maintenance services across Tasmania. Strong administration allows our field teams to do their jobs and our operational leaders to actually lead.
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You'll work closely with our Operations Supervisor and become their administrative right hand — keeping the information flowing, following up the details and helping maintain visibility across a busy department.
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Our values are:
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Accountability. Ownership. Responsibility.
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They're not words we put on the wall. They're how we expect each other to work.
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And if something isn't working? We want people who are comfortable putting their hand up and saying:
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"I think there's a better way to do this."
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That's how we get better.
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We go beyond the surface, because details matter.
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Ready?
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If you're the person who notices the missing attachment, follows up the unanswered email, documents the phone call and makes sure a job doesn't disappear into a system...
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We should probably talk.
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Tell us about a time you noticed something at work wasn't progressing or had been missed. What did you do about it?
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We're not looking for the perfect answer — we want to understand how you think and how you take ownership.

📌 Maintenance Administration & Scheduling Officer (Launceston)
🏢 WELSS
📍 Launceston