Mintrix Business Advisory
Key Responsibilities • Job Scheduling & Coordination: • · Receive and manage 20–50 jobs per week from WhatsApp job groups. • · Organise and schedule jobs across Sydney, Newcastle, and Head Office job streams. • · Prioritise urgent jobs based on instructions provided. • · Group and schedule jobs efficiently by geographic location to reduce travel time. • · Assist in managing a 2-week backlog of unscheduled jobs. • · Follow an optimal workflow of: • - Week 1: Injection jobs • - Week 2: Remedial works (or scheduled off/on rotation depending on workload) • ServiceM8 Data Entry & Management: • · Enter all job details into ServiceM8 accurately and promptly. • · Maintain up-to-date job records, including notes from injection plans and areas of concern. • · Ensure job information is clearly documented and organised within the system. • · Assist in improving job flow and scheduling efficiency within ServiceM8. • Communication & Job Administration: • · Monitor multiple WhatsApp job groups (Sydney, Newcastle, Head Office). • · Receive injection plans and translate them into structured job entries. • · Liaise with internal team members to confirm job requirements and updates. • · Use a ServiceM8-connected phone system to contact homeowners and confirm job bookings. • · Provide clear and timely communication regarding scheduling updates and job status. • Workflow Optimisation: • · Assist in streamlining the job booking and scheduling process. • · Help reduce travel inefficiencies by grouping jobs geographically. • · Support planning of daily and weekly job routes (e.g., furthest jobs first, then working back toward base). • · Contribute to improving overall operational workflow and backlog reduction. • Systems & Tools Used: • · ServiceM8 (primary job management system) • · WhatsApp (job communication channels) • · Phone system linked to ServiceM8 for client confirmations • Essential Criteria: • · Strong organisational and scheduling skills • · Experience in administration, job coordination, or operations support • · High attention to detail and ability to manage multiple job streams • · Confident data entry skills with accuracy • · Ability to follow instructions and prioritise urgent tasks • · Comfortable working in a fast-paced, high-volume environment • · Strong communication skills (written and verbal) • · Ability to work independently with minimal supervision • Desirable Experience: • · Experience using ServiceM8 or similar job management software • · Background in trade, maintenance, construction, or field service industries • · Experience in scheduling technicians or mobile workforce teams • · Familiarity with route planning or job batching by location • Working Arrangement: • Remote position • Monday to Friday • Full-time hours (to be confirmed based on workload requirements) • Ideal Candidate Profile • The ideal candidate is highly organised, calm under pressure, and capable of managing a large volume of incoming jobs while maintaining accuracy and efficiency. They understand the importance of scheduling logic, travel optimisation, and clear communication across multiple stakeholders. • This role plays a key part in ensuring jobs are completed on time, efficiently scheduled, and properly documented within ServiceM8.
Mintrix Business Advisory
