Service Administrator
Job Type: Full-Time
Work Setup: Onsite

About the Role

We are seeking a highly organized, detail-oriented, and proactive Service Systems Coordinator to support our day-to-day service operations. This role is ideal for someone who enjoys working with systems, managing workflows, maintaining accurate records, and ensuring smooth operational processes.

The successful candidate will play a key role in coordinating service requests, supporting invoicing and reporting functions, maintaining documentation, and ensuring tasks are completed efficiently across multiple platforms.

Key Responsibilities

• Manage service requests
• Maintain accurate and up-to-date service records across internal systems.
• Monitor task progress and ensure timely completion of service requests.
• Create, update, and maintain service reports and performance dashboards.
• Support invoicing, billing, and financial administration using Xero.
• Build and maintain spreadsheets, trackers, and reports using Microsoft Excel.
• Coordinate with internal teams and clients regarding service updates and requirements.
• Maintain clear and accurate documentation, process notes, and standard operating procedures (SOPs).
• Assist with scheduling, job tracking, and general administrative support.
• Identify process gaps and recommend workflow improvements.
  Ensure all data, records, and documentation remain accurate, organized, and compliant.

Skills & Qualifications

• Previous experience as a Service Administrator, Service Coordinator, Operations Administrator, or similar role.
• Advanced proficiency in Microsoft Excel, including reporting, formulas, and data management.
• Must have at least 2 years of hands-on experience in using Xero software for invoicing, billing, or financial administration.
• Excellent organizational and time management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently and manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong documentation and process management capabilities.
• Tech-savvy with the ability to quickly learn new systems and software.
• Highly proactive with excellent relationship-building and communication skills

Preferred Experience

• Experience working with CRM, ERP, or workflow management systems.
• Exposure to scheduling and service coordination environments.
• Basic reporting, analytics, or data analysis experience.

What We're Looking For

We are looking for a strong communicator with excellent English skills and a solid understanding of IT systems. The ideal candidate is tech-savvy and experienced in tools such as ServiceM8, Xero, Microsoft Office, Zoom, Microsoft Teams, and ChatGPT. They are proactive, highly motivated, and results-driven, with the ability to think critically and outside the box. A willingness to conduct research and quickly learn new systems, products, and platforms is essential.