Administration and Operations Coordinator - Full Time

Submissions close: February 3, 2023
We are looking for an amazing Administration & Operations Coordinator

About Us

ServiceQ, founded by Australia’s leading expert in Customer Service Jaquie Scammell, is waiting for you to join our team as our Administration and Operations Coordinator.

Reporting to our GM Operations our Administration and Operations Coordinator is a highly valued and integral part of our team and is responsible for full administrative support across the team. The successful candidate will have prior experience in a similar role and will provide support to our CEO/Founder as well as day to day administrative support to our GM Operations and Marketing & Experience Manager.

This role is based in our office based in Melbourne CBD and flexible working arrangements are offered.

Key Responsibilities:

Diary Management

  • Responsible for management of Jaquie Scammell’s calendar
  • Organise all meetings for Jaquie (in person and virtual meetings)
  • Ensure all invitations have the necessary information and Jaquie’s calendar is up to date
  • Direction may also be given by our Marketing & Experience Manager and our GM Operations on meetings/appointments that need to be arranged

Client Administration

  • Acting as the first point of contact for all inbound queries the business receives via the hello mailbox with a 24-hour response required for the working week (Mon to Fri)
  • Provide support to our Marketing & Experience Manager with data entry into Salesforce (CRM)
  • Update Salesforce (CRM) on all client engagement/contact details/event follow up ensuring this is the source of truth
  • Ensure all client information is captured, updated if contract is renewed or amended and filed for easy access
  • Ensure invitations for upcoming events, delivery of Service Habits Programs are sent to our clients with all relevant event/dial in details in line with Implementation Plans (as directed by GM Operations)

Operational Support

  • Working very closely with our GM Operations on all client focused projects providing support on implementation plans, contract set up and general client communication as well as related tasks as directed
  • Support GM Operations to ensure a seamless end to end experience for our clients
  • Support GM Operations with client contracts and associated administration
  • Provide virtual support to our facilitators before and during online delivery and facilitation
  • Coordinate with our publisher for new book orders
  • Coordinate end to end delivery of books to our clients
  • Maintenance of our gift register

Experience Required:

  • Strong experience (3 years plus) in an operational/administrative support role in a growing business with experience in a fast-paced environment 
  • Highly organised approach to your work and delivery in a timely manner
  • Excellent written and verbal communication skills
  • Experience in Zoom, MS Teams and Webex is essential
  • Intermediate proficiency in Microsoft Word, Excel, Power Point
  • Experience with CRM would be advantageous although not essential e.g. Salesforce

Note – other administrative duties may be assigned to you depending on your capacity and workload.

Our offer to you:

  • 5 days per week permanent role based in Melbourne CBD
  • Flexible working arrangements
  • A competitive remuneration package
  • Be part of a team that has an inclusive culture that gives you fulfilment and aims to make your life better
  • A growing and dynamic company that is making a real difference to peoples’ lives and helping people personally and professionally strengthen their relationships

To apply:

  • Please send through a cover letter and your resume to Jo Stojanovski GM Operations at ServiceQ via email at
  • If you would like to discuss the role please contact Jo directly on 0431 133 904