ServiceM8 Scheduler & Inbound/Outbound Call Management

We are a growing and well-established garage door supply, installation and maintenance business in Australia.

We are seeking a highly organised and professional Administration & Scheduling Coordinator with proficient use of ServiceM8 and Xero experience . This is a pivotal operational role and central to the day-to-day running of the business.

As the first point of contact, you will represent the business with professionalism and clarity across inbound/outbound calls, and email communications.

You will be responsible for coordinating technicians, managing client communication and ensuring workflow remains structured, accurate and efficient.

You will be able to work collaboratively with technicians, suppliers and management, you will prioritise tasks, adjust schedules where required and respond to urgent service requests in a calm and organised manner.

This role requires sound judgement, strong communication skills and the ability to balance customer expectations with operational capacity.

KEY RESPONSIBILITIES
Scheduling & Operations
Coordinate daily technician schedules
Allocate jobs based on urgency, location and technician capability
Manage urgent service requests for client property security
Liaise with suppliers regarding orders and availability
Monitor job progress and adjust scheduling as required
Maintain accurate job management within ServiceM8
Client & Stakeholder Communication
Answer inbound calls, make outbound calls and respond to email enquiries
Provide booking confirmations and job updates
Quotation follow-ups
Manage warranty and service enquiries
Administration
Maintain accurate job documentation
Support invoice processing
Assist with workflow reporting
General office administration duties

ABOUT YOU
Customer focused approach
Highly organised with strong time-management skills
Confident and professional communicator with advanced spoken & written English
Able to prioritise
Solutions-focused and adaptable
Strong attention to detail
Experience in a trade, construction or service-based business
Proficient use of ServiceM8
Xero experience highly regarded

WHAT WE OFFER
Structured systems and established processes
Stable and reputable business
Supportive team environment