Administration & Compliance Coordinator

Climate Master Pty Ltd; Canberra; Sur place; AUD 60 000 - 80 000; Plein temps

Résumé du poste

Climate Master is a Canberra-based, locally owned Heating, Cooling & Hot Water company seeking an organised Administration & Compliance Coordinator to join our team. You will support installations from enquiry to completion and ensure paperwork, invoicing and compliance are handled efficiently.

You’ll work with the Office Manager, installers and contractors to keep processes smooth and accurate, providing excellent customer service and meticulous records across government rebates and finance

Qualifications

• Excellent communication and customer service skills.
• Strong organisation and time-management abilities.
• Attention to detail and accuracy in data entry.
• Proactive attitude with follow-up of outstanding tasks.
• Experience with compliance or regulatory administration is desirable.

Responsabilités

• Answer incoming calls, emails and enquiries with professionalism.
• Send invoices and statements; process payments and record them against jobs.
• Manage customer leads and data in ServiceM8 accurately.
• Coordinate compliance documentation and government rebates.
• Review installations and collect required certificates and photos.
• Maintain accurate job records and progress notes in portals.

Outils

ServiceM8

Excel

Description du poste

Are you highly organised, detail-focused and the type of person who loves making sure everything is completed properly?

Do you enjoy working with customers, keeping on top of paperwork and making sure nothing slips through the cracks?

Are you looking for a varied administration role where no two days are exactly the same and you can take ownership of your work while learning new skills?

Would it change your work life if you could work for a company that values its people, offers opportunities to progress and gives you the training and support to succeed?

Climate Master is a locally owned Heating, Cooling & Hot Water company based in Canberra, servicing residential customers across the ACT and surrounding regions.

We’re looking for an organised and proactive Administration & Compliance Coordinator to join our office team and help keep the day-to-day administration of our installations running smoothly.

This is a varied role combining customer service, general administration, accounts support and compliance processing. You'll work closely with our Office Manager, customers, installers and contractors to make sure jobs move smoothly from initial enquiry right through to completion.

Key responsibilities

• Answering incoming phone calls, emails and general customer enquiries.
• Providing friendly and professional customer service and assisting customers throughout their installation journey.
• Making outbound calls to customers when information, documentation or follow-up is required.
• Sending customer invoices and statements.
• Taking and processing customer payments and accurately recording them against jobs.
• Assisting customers with general account and invoice enquiries.
• Keeping customer details, job notes and records accurate and up to date in ServiceM8.
• Processing new customer leads and referrals and entering them accurately into ServiceM8
• Managing applications and administration across government rebates, energy efficiency and finance programs
• Review completed installations and collecting the required compliance documentation from installers and contractors
• Checking installation documentation for accuracy and completeness before jobs are submitted
• Following up installers, plumbers and electricians for outstanding certificates, photos and documentation
• Completing post-installation data entry and uploading compliance evidence to relevant portals
• Maintaining internal spreadsheets and keeping job statuses accurate and up to date
• Updating ServiceM8 job records, checklists and notes as each stage is completed
• Processing rebate and finance payment requests following completed installations

About you

• Exceptional attention to detail
• Excellent communication and customer service skills
• Strong organisation and time-management skills
• Confidence working through detailed processes and checklists
• The ability to manage multiple jobs and priorities at different stages at the same time
• Strong computer skills and confidence learning new programs and online portals
• A proactive attitude and willingness to follow up outstanding tasks
• Good written and verbal communication skills
• The ability to take ownership of your responsibilities and see tasks through from start to finish
• A high level of accuracy when entering customer, financial and compliance information
• Previous experience in compliance, regulatory administration or a similar process-driven role is highly desirable.
• Full training provided across systems, processes and compliance programs
• Opportunities to grow and progress as the business continues to expand
• A role you can genuinely take ownership of and make your own
• Training and personal development support
• Work closely with management and gain exposure to multiple areas of the business
• Join an established Canberra company that has been operating for more than 30 years
• A fun, hardworking team that values respect, accountability, growth and a sense of humour

About us

Climate Master is a locally owned Heating, Cooling & Hot Water company based in Canberra, servicing residential customers across the ACT and surrounding regions.