Join Our Growing Air Conditioning Team Based in North Rocks!
HVAC/R Services is a growing commercial air conditioning and refrigeration company servicing clients across Sydney and surrounding areas. We pride ourselves on delivering reliable, high-quality service and building long-term relationships with our customers.
We're looking for an organised, proactive and friendly Service Coordinator & Administration Assistant to become an integral part of our team. This is a varied role where no two days are the same. You'll be the central point of communication between our customers, technicians and office team, helping to keep our operations running smoothly.
If you're someone who enjoys multitasking, takes pride in being organised and loves working in a supportive team environment, we'd love to hear from you.
About the Role
As our Service Coordinator & Administration Assistant, you'll provide administrative and customer service support across the business while assisting with the coordination of our field technicians.
Your responsibilities will include:
Service Administration
- Raise work orders within our service management system.
- Allocate job numbers and ensure job information is complete.
- Upload service reports, photographs and compliance documentation.
- Close completed jobs following review.
- Assist with preparing daily invoices.
Customer Service
- Answer incoming phone calls and emails professionally.
- Schedule service calls, maintenance visits and inspections.
- Keep customers informed of technician arrival times and job progress.
- Escalate urgent customer issues where required.
- Follow up customers for missing information and documentation.
Technician Support
- Receive and monitor technician timesheets.
- Follow up outstanding service reports.
- Assist technicians with administrative requests.
- Prepare job packs and site documentation.
- Update technician schedules when required.
Administration & Data Entry
- Enter purchase orders and supplier information.
- Maintain customer records and equipment asset registers.
- File electronic documents accurately.
- Maintain compliance records, licences and certifications.
Purchasing Support
- Order office supplies.
- Assist with ordering common HVAC parts and materials.
- Track supplier deliveries.
- Match delivery dockets to purchase orders.
Compliance Administration
- Prepare SWMS, site inductions and client documentation.
- Ensure company licences, insurances and certifications remain current.
- Maintain contractor records.
- Upload documentation to customer portals.
Financial Administration
- Assist with customer invoicing.
- Enter supplier invoices.
- Follow up outstanding paperwork prior to invoicing.
- Assist with debtor reminders under supervision.
General Office Duties
- Reception and front office duties.
- Mail and courier management.
- Meeting room preparation.
- Maintain a tidy and organised office.
- Assist with company events and team activities.
About You
We're looking for someone who is:
- Highly organised with excellent attention to detail.
- Friendly, professional and customer focused.
- Able to prioritise tasks in a busy environment.
- Confident communicating with customers, technicians and suppliers.
- A strong problem solver with a positive attitude.
- Reliable, motivated and willing to learn.
- Comfortable using Microsoft Office and learning new software systems.
- Able to work both independently and as part of a team.
Ideally you'll have:
- Previous administration, service coordination or office support experience.
- Strong data entry and computer skills.
- Excellent written and verbal communication skills.
- Experience in a trades, construction, facilities management or HVAC business (highly regarded but not essential).
What We Offer
- Stable full-time employment.
- Supportive and friendly team environment.
- Modern office based in North Rocks.
- On-the-job training and ongoing development.
- Opportunity to grow your career as the business continues to expand.
- A varied role where every day is different.
- Free on-site parking.
Apply Now
If you're an organised administrator who enjoys helping customers and keeping a busy office running efficiently, we'd love to hear from you.
Please submit your resume together with a brief cover letter outlining why you'd be a great fit for the role.
Only shortlisted applicants will be contacted.
Job Type: Full-time
Pay: $60,808.72 – $85,589.00 per year
Application Question(s):
- Do you have administration experience within the trades and construction industry?
Experience:
- Administration: 2 years (Required)
Work Authorisation:
Work Location: In person
