Operations Coordinator

Are you searching for new opportunities and career development with a long-term reliable employer? 
Are you an enthusiastic administrative professional looking for a supportive team environment? 

Our team value and care about the service we provide- we are looking for someone who will enhance our brand and offer the highest level of customer satisfaction.

About Outright Plumbing Maintenance 

Outright Plumbing Maintenance is a proud, family owned, and operated business located in the South East suburbs of Melbourne.

We specialise in all emergency plumbing repairs and maintenance.
Our team consists of a maintenance manager, qualified plumbers & apprentices. 

We work closely with our sister company Outright Plumbing who have been in the plumbing business for years. 

Both our teams compliment one another and enhance the overall experience for our customers.

As a result of further growth, Outright Maintenance are now looking for an enthusiastic and hard-working Office Administrator to join the team.

About You

• The ideal candidate will have a background in booking/scheduling services- trade experience is not essential. 

• Must thrive from working in a fast-paced environment with strong organisational skills and the ability to multitask.

• Have exceptional computer literacy skills, demonstrating high experience in Microsoft office suite and the ability to learn new programs and software quickly.

• Capability of working independently, show high levels of initiative and ability to make decisions, whilst also not being afraid to ask questions when necessary.

• Bring an energetic attitude to all tasks and have a can-do attitude.

• Demonstrate strong communicational skills- ability to coordinate and speak with clients and team on a regular basis.

• Enjoy collaborating and being a part of a team.

Perks Of Working with Outright:

• Supportive team environment- friendly and close-knit team.

• Access to ongoing training with career development and opportunities to take on further responsibilities.

• Quarterly social gatherings with the team.

Position Purpose

The Operations Coordinator at Outright Plumbing Maintenance has a primary responsibility of providing administrative support to the team, to ensure the daily operations run smoothly for the onsite team, whilst communicating directly with the manager and customers.
These tasks will be performed in addition to general office administration.

The main purpose of this role is to ensure that our clients are serviced well and our plumbers are able to move from job to job with ease. As well as ensure routine periodic tasks are completed within the timeframes set. 
This in turn helps to maintain the company’s reputation for high standards of process control, record keeping and client communications.

Reporting

This role reports directly to the Maintenance Manager. 

Key Responsibilities

1. Receiving and making phone calls

2. Client communication and maintaining the plumbers weekly schedule of work using Simpro. Including scheduling work and follow up upon completion of a job.

3. General upkeep of records and folders to ensure accurate information is saved and records kept.

4. Set up of new work orders sent through via Property Manager’s/Body Corporate Managers ect, whilst scheduling in with the renter during the relevant time frame.

5. Liaising with all relevant client/s with progress updates of works

6. Inputting new quotes to the system and ensuring all relevant information is captured

7. Ensuring the technicians are correctly filling out the materials list where required and updating onto the quote

8. Ordering materials and liaising with all relevant parties to ensure the scheduled work will be completed within the expected time frame

9. Collecting deposits from clients once the quote has been approved using Podium

10. Set up of new clients in Simpro, assigning service jobs to corresponding technicians and ensuring all the relevant information is available

11. Organising job specific permits to ensure works can commence without delay, as well as chasing reimbursement of bond once finalised if required.

12. Generating Compliance certificates and forwarding to relevant clients, as well as providing completion report.

13. Prefilling other documents such as back flow prevention tests, applications and other similar documents.

14. Ensure clear and regular status updates are provided to the Maintenance Manager

15. Maintaining an Outright Maintenance Office Operations manual by collating the information available.

16. General task assistance to the Maintenance Manager 

Role type. Full time – Five days a week 

Outright Maintenance believe that this role in its current form is a full-time position, five days a week Monday to Friday.