Operations & Administration Coordinator (SimPRO/Xero)

This is a remote position.

• 40 hours per week
  
• Monday - Friday 8am - 4.30pm Melbourne Australia
  
• Including a 30-minute unpaid break
  
  

Join a dynamic and growing commercial maintenance company that serves as the backbone for businesses across Victoria. This established operation handles 20-50 maintenance jobs daily providing essential reactive and scheduled maintenance services that keep commercial facilities running smoothly. With 24 7 on-call capabilities and a systematic approach to operations this company has built a reputation for reliability and excellence in the commercial maintenance sector. You ll be joining a well-organized team that values process efficiency and quality service delivery to their diverse client base.

Key Responsibilities

1. Staff Scheduling
   

• Schedule staff using SimPRO ensuring operational coverage.
  

• Manage staff leave and RDO schedules.
  

1. Financial Management
   

• Accounts Payable: Process and pay vendor/supplier invoices via Xero.
  

• Accounts Receivable: Send invoices follow up overdue payments enter/code invoices and manage incoming revenue.
  

• Payroll: Process payroll manage timesheets deductions reimbursements and ensure compliance.
  

• Submit and pay GST and activity statements.
  

• Submit Superannuation and LeavePlus payments.
  

1. Quotations & Job Management
   

• Prepare cost estimates and quotations.
  

• Enter jobs/projects in SimPRO with accurate details.
  

• Create/manage purchase orders for suppliers/subcontractors.
  

• Track jobs in SimPRO follow up quotes complete paperwork and close jobs for invoicing.
  

1. Administrative Support
   

• Perform general admin (filing data entry office supplies etc.).
  

• Act as a customer contact providing timely professional responses.
  

• Maintain organised transaction and operational records/processes/procedures.
  

• Keep internal and customer asset registers accurate and up to date.
  

1. Operational Oversight
   

• Supervise and support team members.
  

• Create and manage on-call rosters.
  

• Monitor projects to ensure KPI compliance.
  

• Manage the OHS system and ensure documentation is current.
  

• Keep staff inductions and licenses up to date.
  

1. Customer Interaction
   

• Act as the main point of contact for customer inquiries (phone email in-person).
  

• Build strong relationships to improve satisfaction and loyalty.
  

• Resolve customer requests and issues promptly.
  

• Coordinate onboarding for new customers including account setup and service guidance.
  

• Maintain accurate customer records (contacts agreements communication logs).
  

• At least 2 years experience with scheduling
  
• At least 3 years office administration experience
  
• At least 1 year experience XERO or similar
  

• Demonstrated time management skills
  
• Advanced PC skills in Microsoft Office 365
  
• Medium to Advanced XERO (or similar) skills
  
• Highly developed verbal and written communications skills
  
• Good attention to detail
  
• Ability to manage and organise work and self in a systematic accurate and timely manner
  
• SIMPRO experience would be an advantage
  

• High regard for confidentiality of information
  
• Ability to cope with demanding situations and capacity to accommodate the varying level and urgency of the tasks
  
• Able to multitask and manage multiple projects concurrently
  
• Enthusiastic to further develop abilities