Admin Assistant

Core Talent Pty Ltd; Sydney; On-site; AUD 65,000 - 75,000; Full time

Job summary

Core Talent in Homebush, NSW is seeking a capable Service Administrator to join a growing HVAC and building services business. This hands-on role sits at the centre of the office, supporting the service and ops teams day to day, processing jobs, handling quotes and invoices, and keeping systems up to date.

You will liaise with technicians, subcontractors, suppliers and customers, answer calls and manage paperwork. Experience in HVAC admin helps, but strong organisation and communication are key.

Qualifications

• Experience in HVAC admin environments such as HVAC, electrical, fire or facilities is preferred.
• Strong communication and ability to manage a busy workload with minimal supervision.
• Attention to detail, especially with invoicing and job processing.
• Familiarity with job management software like Simpro or SAP is advantageous.

Responsibilities

• Process jobs and keep records accurate.
• Raise and follow up quotes, POs and invoices.
• Liaise with technicians, subcontractors, suppliers and customers.
• Answer calls and respond to customer enquiries.
• Order parts and materials as required.
• Help with timesheets and reporting.
• General office admin, filing and keeping internal systems up to date.

Skills

Organisational skills

Customer communication

Multitasking

Attention to detail

Tools

Simpro

SAP

Job description

Service Administrator:

Homebush, NSW | HVAC / Building Services | Full-time, Permanent

We're working with a well-established HVAC and building services business based in Homebush that's looking for a capable administrator to join their team. They've been around long enough to have a solid client base and a good reputation, and they're at a point where the business is growing and they need another pair of hands in the office. They handle servicing, maintenance and project work for commercial clients across Sydney.

The Role:

This is a hands-on admin role sitting at the centre of the business, supporting the office, service and ops teams day-to-day. You'll be across a bit of everything — processing jobs, handling quotes and invoices, ordering parts, chasing paperwork, dealing with customers and suppliers, and keeping the system up to date. It's the kind of role where you need to be comfortable switching between tasks and picking up the phone when it rings, rather than sitting in a corner working through a single to-do list all day.

Day-to-day you'll be doing things like:

• Processing jobs and keeping records accurate
• Raising and following up quotes, POs and invoices
• Liaising with technicians, subcontractors, suppliers and customers
• Answering calls and responding to customer enquiries
• Ordering parts and materials as required
• Helping with timesheets and reporting
• General office admin, filing and keeping internal systems up to date

About You

You don't need to be a trades person, but you do need to understand how these environments work. If you've done admin in HVAC, electrical, fire, facilities, construction or anything similar, you'll know the rhythm of it, the job management software, the back-and-forth with technicians, the importance of getting paperwork right. That kind of background means you're not learning the basics from scratch, and you can focus on actually doing the job well from day one.

Beyond the industry knowledge, we're looking for someone who's organised, reliable and comfortable managing a busy workload without needing too much hand-holding. You'll be dealing with a mix of people every day; customers, trades, suppliers, the internal team, so good communication skills matter. Attention to detail is important too, particularly around invoicing and job processing where mistakes create headaches downstream.

Experience with job management software like Simpro or SAP would be a real advantage, though it's not essential if you're tech-savvy and have used similar platforms before. Strong Microsoft Office skills and a proactive attitude will take you a long way in this one.