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A growing Australian trade and field service maintenance company is seeking a Service & Admin Coordinator to support daily operations, manage customer enquiries, and coordinate technicians and subcontractors.
This role has evolved beyond basic administration into a dynamic coordination position. You'll manage inbound calls, prioritize breakdowns and preventative maintenance, schedule technicians efficiently, and ensure all jobs are accurately documented and invoiced. Strong phone confidence and structured process management are essential.
You'll act as the operational hub between customers, technicians, subcontractors, and leadership ensuring jobs run smoothly from first call to invoice.
Handle approximately 10-30 inbound calls per day
Manage breakdown requests, maintenance bookings, and quote enquiries
Provide technician ETA updates and job progress information
Triage accounts-related enquiries
Ask the right questions to prioritize urgent jobs effectively
Schedule and coordinate work for two full-time technicians
Plan reactive jobs and preventative maintenance visits
Coordinate subcontractors across multiple trades
Manage service delivery across metro and regional areas
Minimize scheduling gaps and avoid double bookings
Create leads and capture client information
Create and assign jobs within the job management system
Add detailed notes, photos, and client instructions
Ensure job records meet required documentation standards
Close jobs accurately and generate invoices
Raise invoices for approval and send to clients
Follow up overdue invoices and secure payments
Set up payment plans when required
Apply late fees and manage escalations
Support COD, deposit, and 30-day account terms
Confirm bookings and arrival windows
Conduct post-job satisfaction checks
Manage maintenance reminders and quote follow-ups
Support light sales coordination such as booking audits and converting quotes
(Non-negotiable requirements)
Are based in the Philippines and seeking a full-time remote role
Have proven experience in service coordination, administration, or customer support roles
Have strong phone-based customer service experience and are confident handling high call volumes
Are comfortable asking structured questions to prioritize urgent jobs
Have experience using job management systems or CRM platforms
Can confidently coordinate trades and subcontractors
Are highly organized and able to manage competing priorities in a fast-paced environment
Have strong written and verbal English communication skills
Can work independently without hand-holding
Experience with FieldMagic (preferred)
Strong exposure to similar job management or CRM systems will also be considered
Background in trade services, maintenance, or facilities industries
Experience handling invoicing, accounts follow-ups, and payment processes
A process-driven mindset with a love for structure and checklists
Full-Time | Monday to Friday (Australian business hours)
Remote role for Philippine-based candidates only
Fully compliant PH employment including taxes and government contributions
(Not freelance or project-based)
HMO with 1 free dependent
Life insurance
Paid leave credits
Government-mandated benefits including 13th month pay
Work-from-home equipment provided
Apply via the Staffstream Careers Page and include:
Updated CV
Short video recording (2-3 minutes) demonstrating your phone manner and outlining your service coordination experience
Brief summary of your experience using job management or CRM systems
Additional assessment tasks may be required during the hiring process
Job ID: 143291911
