If you're the kind of person who can own a decision, catch a discrepancy before it becomes a problem, and keep two teams in sync without missing a beat — this role was built for you.
About the Role
You'll join the operations team of a growing Australian building and facilities maintenance company, coordinating across two busy service offices in Queensland — Townsville and Gold Coast — entirely from our Pasig City office. Working closely with the Scheduler and reporting into Operations leadership, you'll own the calls on where work goes, verify that timesheets and systems tell the truth, and be the person who catches what others miss.
What You'll Do
Allocate incoming work requests to the right office based on location, resourcing, and operational need
Keep maintenance portals accurate and up to date, every day
Cross-check timesheets against scheduled jobs and vehicle GPS records for accuracy and compliance
Track client feedback and flag service trends or improvement opportunities
Prepare correspondence, reports, presentations, and maintain key records and spreadsheets
Support invoice processing and general operational documentation
Help identify high-risk jobs and apply the correct safety tagging where relevant
Support subcontractor compliance tracking (licences, approvals, safety paperwork)
What You'll Bring
Solid administration or coordination experience — scheduling background is a big plus, especially in building, construction, or maintenance settings
Confident with MS Office and comfortable picking up new systems
Clear, professional communication skills and a great phone manner
A genuine customer-service mindset and sharp attention to detail
Strong organisational skills — you can manage multiple moving parts without losing the thread
A baseline awareness of workplace health & safety
Reliability and integrity you can be trusted with details that matter
Willingness to undergo a police clearance check
Nice to Have
Background in construction or maintenance industries
Exposure to Simpro or similar maintenance/job management platforms
Experience with subcontractor compliance documentation
Familiarity with GPS-based timesheet verification
Invoice or operational records processing experience
What's In It For You
Real ownership: you'll be the go-to person coordinating across two office locations, not just another admin seat
The chance to build genuine process and systems expertise (Simpro, subcontractor compliance, GPS-based verification) that's highly transferable
Ready to be the person who keeps operations on track?
Apply now — we're moving quickly, with a target start date of ASAP.