Contract Services Coordinator

At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

A well-established Australian business operating in the building improvement and asset maintenance space seeks a Contract Services Coordinator to support the delivery of a busy maintenance contract.

This role is responsible for coordinating planned and reactive maintenance requests, scheduling technicians and subcontractors, maintaining accurate job records, communicating with clients, and supporting the invoicing and administration process. You’ll work closely with the Contract Services Team Lead, Contract Services Manager, and Supervisors to ensure jobs are scheduled efficiently, completed on time, and properly documented.

Key Responsibilities:

Scheduling & Maintenance Coordination

• Coordinate planned and reactive maintenance requests across multiple clients.
• Schedule technicians and subcontractors based on availability, location, skills, and compliance requirements.
• Monitor daily schedules and make adjustments when jobs are delayed, rescheduled, or become urgent.
• Coordinate technician attendance, site access, and job requirements.
• Manage competing priorities while ensuring jobs are progressing within agreed timeframes.
• Assist with managing on-call schedules and timesheet accuracy.

Job Management & Administration

• Create, update, and maintain jobs, quotes, and work orders in SimPRO or similar job management systems.
• Keep job statuses, technician hours, materials, rates, and other information accurate and up to date.
• Follow up on outstanding jobs, quotes, purchase orders, and work orders.
• Maintain client portals and internal records.
• Prepare and support accurate job invoicing and ensure required documentation is submitted.
• Assist with contract administration, document control, and general administrative tasks.

Client & Stakeholder Communication

• Communicate with clients regarding bookings, scheduling changes, technician attendance, and job completion.
• Respond promptly and professionally to client enquiries.
• Provide regular updates via email, phone, and client portals.
• Escalate issues appropriately and assist with resolving scheduling or service-related concerns.
• Maintain strong working relationships with technicians, subcontractors, supervisors, and clients.

Compliance & Documentation

• Ensure technicians and subcontractors have the required inductions, safety checks, and documentation before attending sites.
• Maintain accurate records to support contract and client requirements.
• Ensure required documentation is provided with invoices to minimise payment delays.
• Support compliance with relevant workplace health and safety, quality, and environmental requirements.

Required Skills and Qualifications:

• 1–3 years’ experience in scheduling, maintenance coordination, facilities management, construction, trade services, or a similar environment.
• Experience coordinating planned and reactive maintenance tasks.
• Strong scheduling and coordination experience.
• Experience using SimPRO or a similar job management/field service system.
• Understanding of building, maintenance, or trade service processes.
• Strong written and verbal English communication skills.
• Excellent attention to detail and data accuracy.
• Proficiency with Microsoft Office and general business software.
• Ability to work collaboratively with technicians, subcontractors, supervisors, and management.
• Ability to work independently and take ownership of tasks through to completion.