Job Description

AE Smith:

We are returning to our roots. Since 2023 AE Smith is a privately owned business once more, and its an understatment to say we have gone through a bit of a transition period. We are still the same organisation that has operated for over 120 years as an Australian industry leader in HVAC, building services and electrical markets, but we have a renewed approach to the way we work and operate. As asset specialists, we understand our #1 asset is our people. We’re proud of our team’s depth and breadth of experience and with over 600 of us united in our work and our brands, it’s unsurprising our average employee tenure is market leading, but we are always keen on adding new faces to our team.

About the role

We are looking for a positive and motivated Junior
Administrator to join our Operations Support team. This is an entry-level
opportunity for someone who is organised, enjoys helping others, and wants to
build a career in administration and workforce scheduling.

The role will provide general office and operational
administration support while developing the systems knowledge, customer service
skills, and planning capability needed to progress into a Workforce Scheduler
position. You will work closely with our Scheduling Team Leader, Workforce
Schedulers, Technicians, Service Managers, and other support teams to help keep
day-to-day operations running smoothly.

You do not need extensive experience. We are looking for
someone with the right attitude, a willingness to learn, and a strong focus on
accuracy and customer service.

Key Responsibilities

• Monitor shared inboxes and assist with
  allocating or actioning incoming requests
• Support schedulers with job preparation, work
  order updates, customer confirmations, and routine planning activities
• Create and update service requests, customer
  details, job notes, and workflow information in relevant systems
• Respond professionally to phone and email
  enquiries and direct matters to the appropriate person
• Follow up outstanding information,
  documentation, timesheets, and completion evidence
• Maintain accurate records, spreadsheets, filing,
  and document control
• Provide general reception, office, and
  administrative support to branch and operational teams
• Assist with onboarding, company assets,
  uniforms, fleet, phones, tablets, tools, and equipment administration
• Support supplier and subcontractor bookings,
  purchase order requests, and documentation follow-up
• Complete required training and progressively
  take on simple scheduling responsibilities as your capability develops

About You

You do not need to be the finished product. We are looking
for someone who is reliable, willing to learn, comfortable asking questions,
and interested in developing their career within a busy service-based
environment.

You are likely to have:

• Previous administration, customer service,
  reception, or other general work experience
• Basic Microsoft Office skills, including
  Outlook, Word, and Excel
• Good organisation skills and the ability to
  manage routine tasks and deadlines
• Strong attention to detail and a commitment to
  accurate data entry
• Clear written and verbal communication with a
  professional phone manner
• Confidence learning new systems, processes, and
  ways of working
• A positive attitude and willingness to support
  the wider team
• The ability to remain calm and adaptable when
  priorities change
• An interest in workforce planning, service
  coordination, or developing into a scheduling role
• Experience within a trades, maintenance,
  facilities, or service-based environment would be advantageous but is not
  essential. Exposure to ERP or field service systems such as SAP or FSM would
  also be highly regarded.

What would make you stand out

• A genuine interest in progressing into a
  Workforce Scheduler position
• Strong customer service skills and confidence
  speaking with different stakeholders
• Experience working in a fast-paced office or
  operational environment
• A proactive approach to following up tasks and
  resolving simple issues
• A willingness to receive feedback, complete
  training, and take on additional responsibility as your skills develop

Why Work For Us:

• Flexible working that works for you as we know flexibility means different things to different people. AE Smith can accommodate your needs.
• Career Growth: We have plenty of examples of people working their way up through the business - we prefer to promote from within, and are committed to facilitate career journeys for our staff.
• Training: We believe in continuous development. Access internal and external training programs to keep growing professionally whether this is on product and systems, leadership training, or mentoring programs.
• Expert Team: Collaborate with a renowned in-house accounting, operations, engineering and project teams, learning from the best in the industry.
• Collaboration across business units
• Zero Harm is embedded in team culture and is fundamental to the company's future success. We believe that the physical and mental well-being of our employees is instrumental in our journey towards excellence. We therefore try to reinforce this philosophy through various employee support programs and offerings to assist you and your family's healthy lifestyle.