Service & Maintenance Administration Assistant

EBSA is a wholly Australian-owned company specialising in high-performance solutions for the facade industry, with a proven track record across numerous award-winning projects in Australia and internationally. With offices in Brisbane, Sydney and Melbourne, and established operations in New Zealand, EBSA services projects across multiple markets. Combining extensive industry experience from design through to project delivery and preventative maintenance, EBSA is committed to delivering quality, performance-driven solutions. Through exclusive partnerships with three leading European manufacturers, EBSA upholds the highest standards of quality and integrity while setting industry benchmarks.

About the role

We are seeking a dedicated Service & Maintenance Administration Assistant to join our team at our Brendale, QLD location on a full-time basis. This role is pivotal in ensuring the smooth coordination and administration of our service and maintenance operations. As Service & Maintenance Administration Assistant, you will provide essential administrative support that directly impacts the efficiency and effectiveness of our service delivery.

Key responsibilities

- Demonstrating strong attention to detail and liaising effectively with stakeholders
- Preparing and following up on quotes for Service and Maintenance works
- Managing the setup and administration of Service and Maintenance jobs using Xero and Workbench.
- Raising purchase orders, reviewing supplier invoices, and generating client invoices based on technician reports.
- Generating service logs for completed projects, tracking practical completion dates, and obtaining site contact details.
- Maintaining accurate and up-to-date job and contract records, including client contracts, purchase orders,



renewal dates, and submission of contract renewals with appropriate price indexing.
- Managing documentation to ensure compliance with client portal requirements, technician licences, site inductions, and all relevant safety regulations and company policies.

What we’re looking for

- Proven experience in an administrative support role, ideally within a quick-paced service, maintenance, construction, or project-based environment
- Competent computer skills including proficiency with Microsoft Office Suite and experience with scheduling or maintenance management software (desirable)
- Understanding of service and maintenance workflows, basic financial processes (invoicing, purchase orders), and compliance requirements including safety regulations, licenses, and site inductions.
- Excellent organisational skills with the ability to manage multiple tasks and priorities effectively
- Strong communication abilities, both written and verbal, with proficiency in professional correspondence
- Attention to detail and accuracy when processing information and maintaining records
- Good self-motivation with the ability to work independently and collaboratively.
- Professional demeanour and strong customer service orientation
- Commitment to working full time, Monday to Friday, within an office environment.

What we offer

At EBSA PTY LTD, we are committed to creating a supportive and rewarding workplace for our employees. We offer competitive remuneration commensurate with experience and qualifications. Our team members benefit from a collaborative work environment where their contributions are valued and recognised. Our workplace culture emphasises teamwork, respect, and open communication, ensuring every employee feels supported and engaged in their role.

#J-18808-Ljbffr

📌 Service & Maintenance Administration Assistant (Brisbane)
🏢 EBSA
📍 Brisbane