Administrative Coordinator – Maintenance & Compliance

About the Role

We are seeking an organised and detail-oriented Administrative Coordinator – Maintenance & Compliance to support our property maintenance operations.

This role is responsible for coordinating maintenance requests, managing compliance documentation, supporting administrative processes, and providing customer service to property managers, tenants, landlords, and contractors.

The successful candidate will be able to manage multiple priorities, maintain accurate records, and communicate effectively in a fast-paced environment.

Key Responsibilities

Maintenance Administration

• Process and manage maintenance requests through ServiceM8 and Salesforce.

• Coordinate urgent and routine maintenance works with contractors.

• Schedule appointments, including urgent and follow-up visits.

• Prepare and send invoices.

• Support day-to-day maintenance administration.

• Monitor outstanding maintenance requests and follow up as required.

• Update maintenance records and job statuses accurately.

Compliance Administration

• Coordinate and monitor property compliance requirements, including:

  • Gas Safety Checks

  • Electrical Safety Inspections

  • Smoke Alarm Compliance

• Ensure compliance certificates and documentation are received and uploaded.

• Follow up on overdue compliance inspections and outstanding documentation.

• Maintain accurate compliance records within internal systems.

Accounts & Collections Support

• Follow up on outstanding accounts via phone and email.

• Monitor payment status and update collection records.

• Provide administrative support for collections activities.

Due Diligence & Quality Assurance

• Verify that online form submissions match system records and automated email notifications.

• Identify and resolve discrepancies.

• Maintain accurate and complete data across multiple systems.

Customer Service

• Respond to inbound customer enquiries professionally.

• Provide updates to landlords, tenants, property managers, and contractors.

• Escalate urgent matters when appropriate.

• Deliver timely and professional customer service across multiple enquiries.

General Administration

• Maintain accurate records across ServiceM8, Salesforce, and internal systems.

• Perform data entry with a high level of accuracy.

• Support the operations team with administrative tasks.

• Contribute to improvements in administrative processes and workflows.

About You

You will ideally demonstrate:

• Strong organisational and prioritisation skills.

• High attention to detail.

• Ability to manage multiple tasks effectively.

• Ability to work independently and collaboratively.

• Effective written and verbal communication skills.

• Professional phone and customer service skills.

• Problem-solving and decision-making abilities.

• Willingness to learn new systems and processes.

Qualifications & Experience

• Previous experience in an administrative or coordination role.

• Experience coordinating maintenance requests or service scheduling is desirable.

• Experience handling inbound customer enquiries.

• Experience in accounts administration or collections is advantageous.

• Experience using ServiceM8, Salesforce, or similar CRM/work order management systems is desirable.

• Proficiency in Microsoft Office and cloud-based software.

• Strong written and verbal English communication skills.

Preferred Experience

Experience in one or more of the following areas is advantageous:

• Australian real estate

• Property maintenance coordination

• Facilities management

• Compliance administration

• Gas Safety Compliance

• Electrical Safety Compliance

• Smoke Alarm Compliance

• Property management support

Skills & Competencies

• Attention to detail

• Organisational and time management skills

• Accurate data entry

• Customer service skills

• Administrative coordination

• Ability to manage multiple priorities

• Critical thinking and problem-solving

• Process-oriented approach

• Ability to work effectively under deadlines

• Collaborative approach to teamwork

• Adaptability and willingness to learn

Why Join Us?

• Permanent work-from-home opportunity

• Full-time position

• Supportive team environment

• Exposure to the Australian real estate industry

• Opportunities for learning and career development

• Work with industry-leading systems including ServiceM8 and Salesforce