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Service Administration Coordinator
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Melbourne-Australia
Provide administrative support to the service department, including service technicians.
Answer incoming phone calls and assist with enquiries.
Create and raise service job requests.
Prepare and issue customer invoices on a regular basis.
Complete accurate timecard data entry.
Reconcile BOC accounts and follow up on gas bottle status.
Generate purchase orders for service technicians and engineers.
Provide backup support to service administrators and main reception when required.
Contribute to the continuous improvement of internal systems and administrative processes.
Develop Pronto Service “Training Module” documentation.
Maintain licence and training records, equipment maintenance logs, and ARCTICK licence documentation.
Collate supporting documentation such as service reports and maintenance sheets.
Maintain filing systems and records for the Melbourne office.
Request customer purchase orders before sending information to accounts.
Communicate cost estimates to customers to obtain purchase orders prior to invoicing.
Receipt purchase orders into the system.
Process goods returns in Pronto (supplier credits).
Assist in managing the Work in Progress (WIP) report.
Raise picking slips from the GBI store in Pronto.
Issue stock from the Pronto inventory warehouse to jobs.
Previous administration experience in a similar position
Strong customer service skills and a service oriented mindset
A collaborative, team-focused approach
Proficiency with MS Office
Excellent written and verbal communication skills
Professionalism, initiative, and proactiveness
Strong time management and prioritisation abilities
The ability to build positive relationships with both employees and customers
Multitasking capability and confidence meeting deadlines
A self motivated attitude and eagerness to learn
Hiring Manager: Rob Waldon at 0499 441 288
Talent Acquisition Partner: Janis Sotelo at +64 27 406 7974 or janis.sotelo@jci.com
At Johnson Controls, we’ve been making buildings smarter and safer since 1885. Our capabilities, depth of innovation, global experience, and reach have continued to grow ever since. Today, our diverse global team delivers the world’s largest portfolio of building products, digital technologies, software, and services—transforming the environments where people live, work, learn, and play.
Our mission is simple: to consistently deliver outstanding outcomes for our customers and partners.
Tomorrow needs your talent. Tomorrow needs you. So let’s talk today!
The Company
Gordon Brothers Industries (GBI) is Australia’s largest industrial refrigeration company. With offices across all mainland states, we deliver complete end to end industrial refrigeration solutions—including design, construction, and comprehensive servicing—for clients across industries such as mining, chemical processing, food, and beverage.
The Role
GBI is seeking a dedicated and enthusiastic Administration Coordinator to join our Melbourne team. This is an exciting opportunity to be part of a supportive group with genuine career development prospects.
Key Responsibilities
About You
You will thrive in this role if you bring:
Only applicants with current working rights in Australia will be considered.
Please note: Pre employment checks—including reference checks, medical assessment, criminal record check, and drug & alcohol testing—form part of our recruitment process.
What We Offer
This is an excellent opportunity for an Service Administrator looking to grow and develop within a leading organisation. We offer diverse on the job learning opportunities and a competitive remuneration package. If you take pride in high quality work and are passionate about contributing to a growing team, we encourage you to apply.
Learn more about us at www.gordonbrothers.com.au.
How to Apply
To be considered, please click the APPLY button and submit your application.
If you would like to discuss the role further, feel free to reach out in confidence to:
Only shortlisted candidates will be contacted.
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