Job Overview:

Are you a highly organized administrator with hands-on experience using AroFlo to manage high-volume maintenance workflows?

As an AU Body Corporate Maintenance Administrator, you will play a critical role supporting our Body Corporate & Compliance Division through precise work order entry, supplier coordination, and proactive mailbox management. We need a detail-oriented professional who excels at managing technician access, issuing routine supplier orders, and assisting with invoicing. Since this is purely a coordination role, you won't need to diagnose technical issues or set pricing—simply keep operations running smoothly and escalate complex cases. If you possess strong administrative agility and a proven track record in job-management systems, we want you on our team. 

Schedule:

Monday - Friday, 8:00 AM - 4:30 PM Brisbane time, with 30 minutes unpaid break daily (40 work hours per week)

Responsibilities:

• Job Intake & AroFlo Data Entry
  • Monitor incoming maintenance requests and work orders received via email.
  • Log new work orders accurately into AroFlo as they arrive.
  • Manage a high volume of templated work orders from recurring clients and body corporate managers.
  • Enter quotes that have already been prepared and priced by the Specialist or technician.
  • Maintain complete and accurate job records, including property/site address, requester details, job type, work-order reference number, site contact information, access requirements, and relevant notes.
  • Ensure incoming jobs are categorised and assigned correctly; identify missing information and follow up where required.
  • Keep job records updated as information changes.
• Scheduling & Appointment Coordination
  • Coordinate technician appointments once availability and timing have been confirmed.
  • Send booking confirmations to clients, site contacts, and relevant stakeholders clearly stating the agreed day and expected arrival window.
  • Collect and record building/site access codes, key information, site contact details, and special access instructions.
  • Send SMS/text messages to site contacts when required and manage incoming responses.
  • Coordinate rescheduling due to public holidays, technician availability, cancellations, client requests, or access issues.
  • Keep AroFlo and relevant job records updated with all scheduling changes and follow up on outstanding confirmations.
• Supplier & Purchase Order Administration
  • Place routine stock and materials orders with established suppliers and confirm/record purchase-order numbers.
  • Communicate with regular suppliers regarding order status, follow up on outstanding orders, and obtain expected delivery dates.
  • Escalate delayed or problematic orders when required.
  • Maintain accurate records of supplier communications and order status to ensure internal stakeholders have visibility.
• Invoicing & Remittance Administration
  • Forward remittance advices to the appropriate accounts team and respond to routine supplier invoice queries.
  • Follow up with suppliers for missing invoices and match supporting documentation where required.
  • Prepare simple invoices for review and approval before they are issued.
  • Ensure invoicing-related information is complete and accurately recorded; escalate discrepancies or unusual charges requiring review.
• Shared Maintenance Mailbox Management
  • Monitor and triage the shared maintenance mailbox throughout the working day.
  • Categorise, file, action, or escalate emails appropriately while prioritizing genuine maintenance requests and time-sensitive communications.
  • Filter out non-actionable emails such as automated bounces, bulk meter notices, marketing emails, and automated notifications.
  • Maintain a clean, organised, and actionable mailbox.
• Internal Coordination
  • Work closely with the Customer Service Coordinator on shared job intake and scheduling activities.
  • Coordinate with technicians, Specialists, suppliers, clients, site contacts, and internal team members.
  • Flag and promptly escalate matters requiring pricing decisions, technician clarification, management approval, additional client information, access arrangements, or supplier intervention.
  • Maintain clear communication and handovers between team members to ensure jobs progress smoothly.
• Reporting & Data Support
  • Create and maintain operational reports, spreadsheets, and accurate records.
  • Compile job, scheduling, supplier, invoicing, or administrative data and provide reports to management as requested.
• Marketing Support
  • Collect relevant company updates, project information, photos, job outcomes, or potential marketing content.
  • Provide suitable content and information to the marketing team and coordinate with staff for additional details.
• General Business Administration
  • Assist with ad hoc administrative projects, support team members during high workload periods, and take on additional coordination duties as reasonably required.
  • Contribute to improving administrative processes, organisation, and workflow efficiency.

Requirements:

• Essential Skills & Experience
  • Previous experience in an administration, coordination, scheduling, maintenance, property, facilities, construction, trades, or similar operational environment.
  • Strong written and verbal English communication skills with excellent attention to detail and data-entry accuracy.
  • Experience managing a shared or high-volume email inbox.
  • Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
  • Comfortable communicating with clients, suppliers, technicians, contractors, and internal team members with strong follow-up skills.
  • Ability to work independently while maintaining regular communication with the team.
  • Computer literacy with strong proficiency in Microsoft Office or Google Workspace (email, spreadsheets, documents) and confidence in learning new software systems.
• Personal Attributes
  • Highly organised, detail-oriented, proactive, responsive, and methodical in following processes.
  • Confident and professional communicator, calm under pressure, and highly accountable for tasks through to completion.
  • Resourceful, adaptable, and team-oriented.

Qualifications:

• Highly Desirable Experience
  • Experience with AroFlo or another field-service/job-management platform.
  • Background in property management, body corporate administration, facilities management, or trade/construction/electrical business administration.
  • Experience in scheduling technicians, purchase order administration, supplier coordination, and invoicing/accounts administration.
  • Experience working with Australian clients, suppliers, or business operations.
  • Familiarity with SMS-based customer communication, CRM, or workflow systems.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

Important Disclaimer:

BruntWork never charges fees for applying or any part of the hiring process—it is 100% free. If you are ever asked for payment, please stop and report it immediately to our official email us through the ‘Contact Us’ form on our official BruntWork website.