Administration & Scheduling Coordinator

Electrical & Construction Services | Part time/Full-time

Are you the person who keeps the office running when everyone else is on-site?

We're a growing electrical and construction business looking for an experienced Administration & Scheduling Coordinator who understands the construction industry inside and out.

This is not an entry-level administration role. We're looking for someone who can confidently manage multiple priorities, understand construction processes, work independently, and keep our business operating efficiently.

If you have extensive experience in the construction and service industries, understand QBCC requirements, client contracts, bookkeeping, and can confidently coordinate jobs from start to finish, we'd love to hear from you.

About the Role

You'll play a critical role in supporting our electricians, project managers and customers while ensuring the office runs smoothly every day.

Your responsibilities will include:

• Scheduling and coordinating service work, maintenance and project jobs

• Managing ServiceM8 including job creation, scheduling, invoicing and documentation

• Liaising with clients, suppliers, subcontractors and field staff

• Preparing quotes, variations, purchase orders and invoices

• Managing client contracts and ensuring contractual documentation is maintained

• Assisting with QBCC compliance, licensing and required documentation

• Bookkeeping duties including accounts payable, accounts receivable and bank reconciliations

• Supporting payroll preparation and financial administration

• Maintaining accurate records across Xero and ServiceM8

• Monitoring workflows and ensuring jobs progress efficiently from booking through to completion

• Providing exceptional customer service while resolving enquiries professionally

• Taking ownership of office administration and identifying improvements without being prompted

Essential Requirements

To be considered for this role, you must have:

• Bookkeeping qualification (Certificate IV in Bookkeeping & Accounting or equivalent)

• Extensive administration experience within the construction and service industries

• Strong understanding of QBCC requirements and compliance

• Experience managing client contracts and construction documentation

• Excellent organisational and time management skills

• High level of attention to detail

• Strong written and verbal communication skills

• Ability to prioritise workloads and work autonomously

• Professional, confident and proactive approach

Highly Regarded

• Experience within the electrical industry

• Understanding of project administration

• Experience with scheduling trades and technicians

• Knowledge of procurement and supplier management

• Experience supporting multiple projects simultaneously

• Experience using Xero

• Experience using ServiceM8

What You'll Bring

We're looking for someone who:

• Takes ownership and gets things done

• Can confidently make decisions when managers are off-site

• Thrives in a fast-paced environment

• Thinks ahead rather than waiting for instructions

• Enjoys solving problems and improving processes

• Builds strong relationships with customers and trades

• Is reliable, accountable and genuinely enjoys being the backbone of a busy business

Why Join Us?

We're building a business where good people are trusted to do what they do best.

In return, we offer:

• A secure, long-term position

• Competitive salary based on experience

• A supportive, down-to-earth team

• Genuine autonomy and responsibility

• Opportunities to grow with a successful and expanding business

• A varied role where every day is different

Apply Now

If you have the construction industry knowledge, bookkeeping skills and initiative to hit the ground running, we'd love to hear from you.

Please include your resume and a brief cover letter outlining your experience in the construction industry, bookkeeping qualifications, QBCC knowledge, and why you're the right fit for this role.