Job Description

Operations Coordinator - Service & Administration

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Operations Coordinator, Service & Administration – Oakland Plumbing (Cairns, Australia)

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Please note: Plumbing experience is not required; however, experience in real estate, strata, trades or construction would be advantageous.

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About Us:

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Oakland Plumbing is a high-standard plumbing business proudly serving Cairns since 2024. We specialise in domestic, strata and real estate maintenance.

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We pride ourselves on delivering quality workmanship, providing exceptional customer service and fostering a strong, supportive team culture. We're now looking for an Operations Coordinator to join our growing team!

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The Role:

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We're looking for a capable and motivated Operations Coordinator to keep our day-to-day operations running smoothly. You'll be the first point of contact for our customers and field team, helping to manage each job from the initial enquiry through to completion.

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You'll manage incoming enquiries, coordinate the field team's schedule, keep customers informed, assist with invoicing and ensure job records are accurate and complete.

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We're looking for someone who's organised, communicates well and takes ownership of their role. You'll be confident working independently, managing competing priorities and finding solutions when things don't go to plan.

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Key Responsibilities:

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- Build strong customer relationships and act as the first point of contact from the initial enquiry through to job completion
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- Keep customers informed throughout the process and confidently manage concerns when they arise
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- Set up, detail and manage jobs in ServiceM8 from enquiry through to completion
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- Plan and coordinate the field team's daily schedule, adjusting when circumstances change to keep work flowing efficiently
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- Order materials and coordinate suppliers, contractors and equipment hire
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- Prepare invoices and ensure job records are accurate and complete before invoices are issued
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- Maintain contracts, forms, compliance records and job documentation
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- Complete ad hoc tasks that support the day-to-day running of the office
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- Use our systems effectively and identify opportunities to improve our processes, operations and customer experience
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- Communicate clearly and professionally with customers, suppliers and team members
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About You:

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- Experience using job management software such as ServiceM8, Tradify or a comparable system
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- A general understanding of accounts, including invoicing and reconciliation
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- Solid organisational skills and excellent time management
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- Excellent written and verbal communication skills—you'll be a key point of contact for both customers and the team
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- A solutions-focused attitude and the ability to make decisions and manage tasks independently
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- Confidence following people up and working to deadlines
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- A willingness to learn about the trade, our systems and how the business operates
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- The ability to quickly learn new tools and the confidence to speak up when something isn't working
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- A positive attitude and the ability to work well within a small team
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- Experience in real estate, strata, trades or construction would be an advantage
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Work Hours:

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- Monday to Friday, with set hours to be discussed
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- Predominantly work-from-home
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- Cairns-based, with some office attendance required
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- Initial training will be office-based
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What We Offer:

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- $70,000–$80,000, based on experience
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- Opportunities for paid training and career progression
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- Supportive leadership and a great team environment
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📌 Operations Coordinator - Service & Administration (Cairns Regional)
🏢 Oakland Plumbing
📍 Cairns Regional