We are seeking a Maintenance Admin Service Coordinator to join the team!
Are you an organised and customer-focused administrator looking for a varied and engaging full-time role within a thriving maintenance business? This is a great opportunity to join a growing commercial and industrial construction and maintenance business based in Moorabbin, playing a central role in coordinating service jobs, supporting technicians, and keeping customers informed every step of the way.
About Us
We specialise in all aspects of commercial and industrial construction, maintenance, joinery, and specialised project work. Their maintenance department is unique within the industry and is currently thriving and growing, servicing clients across Melbourne CBD and surrounding suburbs from their head office in the southeastern suburbs.
What you'll be doing?

- Managing customer enquiries — Handling incoming enquiries via phone, email, and other channels, providing prompt and professional responses to every customer.
- Liaising between customers and service teams — Acting as the key communication link between customers and service teams, relaying job requirements, updates, and any changes or complications that arise.
- Booking and updating jobs — Managing job bookings and updates using Ascora to ensure accurate and timely scheduling.
- Preparing customer quotes — Drafting and emailing customer quotes in a clear, professional, and timely manner.
- Processing invoices and data entry — Completing accurate invoice processing and data entry, including matching purchase orders as part of day-to-day administration.
- Maintaining accurate records — Keeping service calls, customer information, and job documentation accurate and up to date within the company database.




- Liaising with stakeholders — Communicating regularly with clients, technicians, suppliers, and tenants regarding job status and other important details.
- Building strong relationships — Developing positive, professional relationships with clients, trades, and suppliers to support smooth day-to-day operations.
- Drafting and amending documents — Preparing and updating documentation as required to support service delivery and record-keeping.
- Sourcing and ordering materials — Coordinating the sourcing and ordering of materials and monitoring deliveries to keep jobs on track.
- Performing general administration — Supporting the team with filing, photocopying, scanning, and printing of plans as needed.

Who are we looking for?

- Computer literacy — Solid computer literacy with strong experience across Microsoft Office, including Word, Excel, and Outlook.
- Organisational skills — Excellent organisational and time management skills, with the ability to manage multiple tasks and competing priorities simultaneously.
- Fast-paced environment capability — Strong organisational skills and the ability to thrive in a busy, fast-paced working environment.
- Communication skills — Strong written and verbal communication skills, with a professional and friendly approach to customer interactions.
- Professional attitude — A positive, qualified, punctual, and reliable approach to work.
- Industry experience — Relevant administration experience within the building or real estate industry is advantageous, though not essential.
- Service coordination experience — Proven experience as a service coordinator or in a similar customer-facing administrative role.
- Trade or manufacturing industry experience — Experience within the service, trades, or manufacturing industries is highly desirable.

📌 Service Coordinator - Maintenance Admin (Moorabbin)
🏢 Important Business
📍 Moorabbin