Customer Service & Scheduling Coordinator (Australia-based)

The Position

We're looking for a confident and detail-oriented Customer Service & Scheduling Coordinator to support the day-to-day operations of a high-performing Australian trade services business. If you have exceptional client communication skills, strong scheduling coordination, and sound admin experience, we want to hear from you!

About the company 

Our client is a long-standing and respected trade services business in Australia. Known for its reliable and professional garden and hedge maintenance services, they cater to both residential and commercial clients. The team is passionate about delivering quality service with care, and they need someone like you that also cares! 

About the role

This role is central to the smooth running of the business. You’ll be the key bridge between clients, the scheduling system, and the on-site service team. Your job is to: 

• Keep things organised, solve problems as they arise, and ensure clients are cared for professionally. 
• Staying on top of schedules, quotes, and invoicing.

If you’re a great communicator, highly organised, can juggle multiple priorities, and you’re confident using admin systems to support team performance, stop what you’re doing and apply now!

The Details

Job Location: Remote, work from home.

Company Location: Australia

Job Type: Full-time 40 hours per week.

Start Date: 1st July 2025

Hours (in Philippine Time): 5:30 am - 2:30 pm PHT

MAIN RESPONSIBILITIES

Client Service & Communication

• Be the first point of contact for client emails and calls (approx. 30% phone, 70% email).
• Respond to queries professionally and in a timely manner.
• Build rapport with regular clients and follow up on job feedback or issues.
• Confidently handle complaints and flag issues to management when needed.
• Monitor task completion and team performance, flagging issues or delays proactively.

Scheduling & Coordination

• Manage job bookings and weekly service schedules, ensuring full use of the team’s availability to maximise productivity.
• Forecast workload by reviewing job volume, available resources, and scheduling gaps to ensure all jobs are planned efficiently.
• Understand team dynamics and assign jobs based on capacity, location, and service type.
• Proactively solve coordination issues that could impact delivery timelines or client satisfaction.
• Liaise daily with the service team and management to confirm job statuses, reschedules, or updates.
   

Quoting, Invoicing, & Reporting

• Prepare and send accurate quotes and invoices in a timely manner.
• Monitor payments, follow up on overdue invoices, and escalate issues when needed.
• Support weekly reporting and revenue forecasting based on upcoming scheduled jobs.
• Maintain and organise job records within the client’s job management CRM (ServiceM8).

Light Social Media Management

While not a core part of the role, you’ll occasionally support the business with basic content and engagement tasks.

• Schedule pre-prepared social media posts for social platforms.
• Respond to social media comments and messages, and ensure management is updated.
• Repurpose existing content or support basic image/video editing for promotions.

Software skills

• Highly desired: ServiceM8 (or similar job management platforms like Fergus, Deputy, Zoho, or Jobber).
• Project Management Tools: ClickUp, Trello, Google Workspace, Slack, Excel, and phone/email systems.
• Bonus: Familiarity with invoicing platforms (e.g., Xero, MYOB).

We want to hear from you if you have…

• 4+ years of experience in customer service, scheduling, and admin roles for US, Australian, and/or European clients. No BPOs please.
• Can handle all of the main responsibilities of the role.  
• Experience in handling job bookings, invoices, and service scheduling.
• The ability to think critically, solve problems, and stay organised under pressure.
• High attention to detail and follow-through with admin and client needs.
• Experience using job management platforms, (Service M8 preferred, but not required).
• Some experience with social media management, and video / photo editing.

You must also be someone that… 

• Is incredibly organised, detail-oriented, and proactive.
• Thrives in a fast-paced, remote environment.
• Works well independently and manages their time.
• Is confident in email and phone-based client communication.
• Brings a positive, proactive approach to remote teamwork.

This role is NOT for you if you…

• Have no experience in service coordination or job scheduling
• Don’t enjoy interacting with clients or solving operational issues. 
• Lack a dedicated remote workspace or structure for full-time work.
• Are seeking short-term employment or have another job.
• Do not prioritise client satisfaction or have poor attention to detail.